Operations Assistant
Salary: $35,000-$35,000, plus full benefits
Education: Bachelor’s degree required
Location: Washington, DC
Job Category: Operations
Language(s): English
Type: Full-time
Organization Description
Arabella Philanthropic Investment Advisors, LLC is a dynamic, fast-growing consulting firm providing strategic philanthropy advice to individuals, families, institutions, and corporations. We believe philanthropic investments – contributions to nonprofit organizations – demand the same level of due diligence, expert insight and strategic clarity as financial investments. Our unbiased analysis helps donors support nonprofit causes and organizations with confidence.
Our clients range from the world’s largest philanthropists to small family foundations. Institutional clients include the Bill & Melinda Gates Foundation, the Annie E. Casey Foundation, the Rockefeller Brothers Fund, and The Kresge Foundation. Corporate clients include Microsoft, Novartis, and Hyatt. Arabella Advisors also works with high net worth individuals and families across the country.
Position Description
Arabella Advisors seeks a highly motivated self-starter to serve as operations assistant to support the firm’s administrative and operations systems. This is an excellent opportunity for someone with an interest and some experience in operations and a desire to learn more about the philanthropic and nonprofit sectors.
Responsibilities
Systems Administration
- Serve as administrator of the firm’s time tracking system, which includes providing accurate system reports to management and ensuring the accuracy of data in the system
- Provide the firm with general bookkeeping support, which includes generating and reviewing expense reporting forms, processing bills in QuickBooks, and generating invoices for client billing
- Manage the firm’s client relationship management software, which includes entering accurate data and providing accurate system reports to management
- Coordinate with project managers to complete the firm’s client intake process
Administrative/Office Management
- Serve as general office receptionist/first point-of-contact for external parties entering the firm’s offices
- Assist with the coordination of human resources, hiring processes, and benefits management
- Coordinate logistics for internal and external meetings
- Record minutes for internal and external meetings
- Manage internal library system for client/internal reports
- Manage office vendors
- Manage and order general office supplies and coordinate other office management tasks
- Coordinate travel for the firm
- Assist with scheduling for Arabella’s principals and managing directors
- Assist principals with general administrative/operations responsibilities
Marketing
- Assist with e-marketing software
- Coordinate distribution of marketing materials
Grants Management
- Assist with administration of grants management software
- Assist with tracking grant proposals and grantee reporting for clients
- Provide customer service and technical support to clients and grantees interfacing with grants management software
- Provide regular and accurate reports to the firm’s management regarding the progress of grant applications and grantee projects
Requirements
Education
Bachelor’s degree required
Professional Experience
1-3 years experience in a similar role (operations/administration/accounting)
Skills
- Excellent organization and professional communication skills (both written and verbal)
- Familiarity with QuickBooks or other accounting software
- Experience administering or working within data management software (i.e. time tracking, CRM, etc)
- Experience with office management
- Ability to synthesize large amounts of information
- Good customer service skills (telephone, email and in-person)
- Experience handling multiple tasks
- Ability to work independently, and to function effectively as part of a team
- Ability to complete projects in a timely fashion
- Research skills and ability to use the Internet effectively
- Strong understanding of MS Excel and Word
Characteristics
- Highly resourceful
- Self-starter/motivated
- High level of professionalism
- Detail-oriented
- Task-oriented (motivated by implementing systems and processes)
- Flexible
- Has an interest in business operations and philanthropy
- Has a sense of humor
Please apply by submitting a resume with salary history and cover letter to careers@arabellaadvisors.com. Please write "Operations Assistant" in the subject line. Applications will be accepted and reviewed on a rolling basis.