Summary
Description
Operations Coordinator
Location: Washington, D.C. Hybrid, with regular in-person event support
Employment Type: Full-time
Salary Range: $75,000 – $90,000 annually
The American Swiss Foundation (“the ASF”) is the leading private organization dedicated to strengthening the historic friendship between the United States and Switzerland. We are seeking a highly motivated, organized, and detail-oriented individual to join our team as an Operations Coordinator.
In this role, you will be managed by and work closely with the Executive Director (ED). Your work will support the internal administration of the Foundation, ensuring the Foundation memorializes its institutional practices and operates with efficiency. You will also engage with external partners, consultants, vendors, and the 1,500 alumni of the Foundation and the broader ASF community through supporting the ASF’s events both in the United States and in Switzerland.
Responsibilities
Foundation Administration: 75%
- Donor Acknowledgment: monitor all donations and grants received; timely issue receipts and acknowledgment letters
- Vendor Relations: maintain an approved vendor list; ensure timely payment of invoices; maintain an organized system for tracking payment schedules, saving contracts and W-9s, filing receipts, and marking paid invoices
- Accounting and Finance: maintain a record of receipts of all purchases and payment authorizations; review weekly donor contributions report; maintain lists of different categories of contributions (i.e. restricted vs. unrestricted, in-kind, etc.); update the Internal Accounting Controls Manual alongside CBIZ (external accountants)
- Corporate Membership: maintain updated list of corporate members as directed by the ED; process annual membership renewals; track dues payments and issue receipts; review corporate membership model
- Audit and Tax Support: provide support with annual external CPA-led audit alongside CBIZ; assist with preparation of 990 tax-filing; assist with compliance reporting
- Insurance: review the Foundation’s insurance policies annually; ensure all policies are active
- Compliance: review the recommendations set forth in the annual management letter from Condon O’Meara McGinty & Donnelly LLP (external CPA auditor); ensure compliance with the auditor’s recommendations; manage the production of a Gift Acceptance Policy and Expenditure Policy drafted by Sullivan & Cromwell LLP (external law firm; conduct annual review of ASF’s internal and corporate governance policies
Corporate Governance Support: 15%
- Finance and Audit Committee: prepare meeting materials to be distributed by the ED; coordinate the production of financial reports from CBIZ; schedule committee meetings; coordinate production of any requested documents as directed by ED; take meeting minutes to be distributed by the ED
- Annual Board Meetings: assist with preparation and production of meeting materials for two annual board meetings; coordinate printing and production of meeting materials; coordinate A/V support; attend and take notes for the ED
- Swiss Advisory Council (SAC) Annual Meeting: assist with preparation and production of meeting materials for the SAC’s annual meeting; coordinate production of any requested documents as directed by the ED; take meeting minutes to be reviewed by the ED and the Chair of the SAC
- SAC Executive Committee Meetings: prepare meeting materials to be distributed by the ED; schedule two annual meetings; take notes for the Chair of the SAC
Event Support 10%
- Annual Gala: assist the ED with table solicitation; invoice and issue related receipts for table and seat purchases; maintain an organized system for tracking donations solicited and received, issuing receipts, and marking paid invoices; assist with registration and check-in process; manage vendor contracts, W-9s, and invoices
- Young Leaders Conference: assist the ED with soliciting annual Young Leader nominations; prepare materials for the SAC’s selection committee; provide pre-conference logistical support; book flights for U.S. Young Leaders and distribute flight tickets; maintain accurate records of flight purchases; manage vendor contracts, W-9s, and invoices
- Other Events and Programs: manage vendor contracts, W-9s, and invoices; coordinate A/V support as needed; make arrangements to print and distribute program materials and invitations; track attendance; assist with registration and check-in process at events; attend events in the U.S. and Switzerland as required by the ED; handle other assigned duties as needed
*Note: Allocations will fluctuate throughout the year based on upcoming events and the needs of ASF
Qualifications
- Bachelor’s degree required; business or accounting degree preferred.
- 2-5 years of experience in operations/logistics or nonprofit administration.
- Excellent attention to detail and organizational skills, expertise in logistics, strong multitasking abilities, effective communication skills, and high level of professionalism.
- Proficiency in Microsoft 365, including Microsoft Excel, required. Blackbaud experienced preferred.
- Must be comfortable working independently, managing multiple tasks and deadlines with ease, and holding oneself accountable for producing deliverables.
- Authorization to work in the U.S. is required. The American Swiss Foundation, Inc. is unable to provide sponsorship for employees.
Employee Benefits
The ASF is pleased to offer a competitive employee benefits package which includes:
- Healthcare Reimbursement Account (HRA) through ADP
- Dependent Care and Healthcare Flexible Spending Accounts (FSA) through HealthEquity
- 401(k) Retirement Plan (employees are eligible to contribute after completing one year of service)
Why Join Us?
- Work with a small, dedicated team to strengthen Swiss-American relations and engage with a vibrant alumni network.
- Gain hands-on experience in communications, event management, and international relations.
- Be part of a respected organization with a rich legacy of fostering cultural diplomacy.
Office Assistant
Location: Washington, D.C. Hybrid, with regular in-person event support
Employment Type: Full-time
Salary Range: $55,000 – $70,000 annually
The American Swiss Foundation (“the ASF”) is the leading private organization dedicated to strengthening the historic friendship between the United States and Switzerland. We are seeking a highly motivated, organized, and detail-oriented individual to join our team as a Office Assistant.
In this role, you will directly support the Executive Director (ED). You will be responsible for creating and maintaining systems for tracking and managing deadlines, deliverables, events, and projects of the Foundation to support its efficient operations. You will manage the ASF’s event and corporate governance calendars, communicating directly with board members and their executive assistants to schedule board and committee meetings. You will also engage with the 1,500 alumni of the Foundation and the broader ASF community through supporting the ASF’s events both in the United States and in Switzerland.
Responsibilities
Office Management
- Answer the ASF’s centralized phone, maintain a call log
- Monitor and manage the ASF’s shared email account
- Maintain an organized system for keeping track of upcoming deadlines and deliverables
- Update the ED on progress on various projects and upcoming deadlines
- Communicate frequently with the ASF’s staff about upcoming deadlines and deliverables, ensuring no stone is left unturned
- Assist the ED with various projects on an ad hoc basis
Corporate Governance Support
- Schedule all board, council, and committee meetings as directed by the ED
- Assist with preparation of meeting materials as directed by the ED
- Coordinate logistics for board meetings, including setting up room with meeting materials and refreshments, setting up Zoom and Teams links, and working with Operations Coordinator to ensure A/V is available when necessary
- Attend all corporate governance meetings and take meeting minutes
Calendar Management
- Manage the ED’s calendar, including scheduling meetings with the ASF’s Chair and Co-Chair, board members, and external partners, as directed by the ED
- Create and maintain an event calendar for the ASF, keeping track of upcoming deadlines and deliverables for each staff member of the ASF
Recordkeeping
- Collect and maintain accurate records of Annual Conflict of Interest Agreements from board members
- Maintain the ASF’s updated mailing address; update billing and shipping address on websites and invoices as needed
- Maintain and update ASF One Password, a database with the ASF’s passwords
- Maintain and update the ASF’s archives as necessary
Employee Benefits Management
- Coordinate with CBIZ (external accountants) to manage administrative responsibilities related to employee benefits
- Communicate information about employee benefits to new employees
- Maintain an organized system for saving and filing employee benefits-related documentation
- Document PTO and sick leave for employees
- Manage employee onboarding and offboarding with CBIZ and IT
Event Support
- Assist with logistical support, registration and check-in process at events
- As directed by the ED, assist with scheduling U.S. Young Leader flights for the Young Leaders Conference
- Attend and provide support at in-person events in the U.S. and Switzerland as directed by the ED
- Handle any other assigned duties as directed by the ED
Qualifications
- Bachelor’s degree required.
- 2-5 years of experience in project or event coordination, or equivalent experience as an executive assistant.
- Excellent attention to detail and organizational skills, proficient multitasking abilities, effective written and verbal communication skills, and high level of professionalism.
- Proficiency in Microsoft 365, Outlook calendar management, and CRM software (e.g., Salesforce) required. Blackbaud experienced preferred.
- Comfortable initiating communication with executive director and team members, politely reminding team members of deadlines, working independently to propel projects forward, and managing multiple tasks and deadlines with ease.
- Authorization to work in the U.S. is required. The American Swiss Foundation, Inc. is unable to provide sponsorship for employees.
How to Apply
1. Email your CV and Cover Letter to Vanessa Beary, Executive Director, American Swiss Foundation: info@americanswiss.org
2. Alternatively, you may apply via LinkedIn: https://www.linkedin.com/jobs/view/4113637313
and https://www.linkedin.com/jobs/view/4113640247
