Operations Coordinator

Operations Coordinator

Our client is a leading non-profit organization driven by a bold and inspiring mission: to restore mobility, independence, and hope for individuals living with paralysis. As a leader in innovative paralysis treatment and patient-centered care, we blend advanced medical technologies with compassionate support to transform lives every day.

Seeking a highly organized, proactive, and detail-oriented Operations Coordinator to join our dynamic team. This role is integral to ensuring the smooth operation and coordination of a diverse range of projects and events. The Operations Coordinator will provide essential support across various areas, including finance, human resources, fundraising, marketing, and other initiatives led by the executive team.

We are looking for someone who excels in organization, brings a proactive and solutions-oriented approach, and thrives in a dynamic, fast-paced environment. The ideal candidate will be positive, adaptable, collaborative, and committed to fostering an inclusive workplace where everyone can succeed.

Executive and Board Support

• Schedule and maintain calendars for executives
• Prepare materials and documents for board meetings according to provided specifications
• Distribute communications between executive leadership and stakeholders as assigned

Accounting and Finance Administration

• Enter bi-weekly employee hours into payroll system.
• Update and maintain staff records in payroll database
• Print checks and prepare bank deposits
• Complete data entry for monthly financial reports
• Track deadlines and assist in organizing materials for regulatory filings (federal, state, and other)

Development and Fundraising Support

• Update and maintain donor and sponsor information in database
• Prepare and send donation and sponsorship acknowledgement letters
• Maintain fundraising calendar of events
• Track grant reporting deadlines and organize required documentation

Project Coordination

• Assist in the planning and execution of assigned projects and activities
• Complete specific tasks related to donor engagement initiatives, special events, and organizational projects
• Follow established procedures and timelines for project-related work

Human Resources Administration

• Assist with onboarding and off-boarding employees, including processing of new hire and termination paperwork and related activities
• Maintain company policy documents and be a company culture champion

Event Logistics

• Coordinate comprehensive logistics for VIP guests
• Handle assigned tasks for annual gala and other significant company events
• Communicate with vendors, venues, and participants

Marketing Support

• Assist with the coordination and launch of the company's website and re-branding efforts
• Schedule social media content as provided or in complement to content calendar, and monitor engagement
• Assist in executing marketing and communication activities to increase online visibility

General Administrative Tasks

• Schedule meetings and manage calendars for staff as directed
• Coordinate travel arrangements including booking flights, hotels, and transportation
• Maintain office supplies inventory and restock as needed
• Prepare conference rooms for meetings
• Organize and maintain office filing systems and work areas
• Track and maintain records for licenses, registrations, and lease expirations
• Answer phones, greet visitors, and handle routine correspondence
• Perform other related duties as assigned

Core Competencies and Qualifications

• Exceptional organizational skills with the ability to manage multiple priorities.
• Strong communication and interpersonal skills, with a focus on inclusivity and teamwork.
• Proactive problem-solving abilities in a fast-paced, changing environment.
• Ability to coordinate and prioritize multiple projects/ deadlines working independently and managing time effectively.
• High level of confidentiality.
• Dependable attendance and punctuality.

Education & Experience

• High school diploma or equivalent required
• Minimum of 3 years of administrative support experience
• Background or experience in supporting finance, human resources, or marketing, a plus
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Non-profit fundraising software experience, a plus

Compensation & Benefits

• CPN offers a competitive benefits package to support the health and well-being of our employees. This includes medical, dental, and vision insurance, a retirement savings plan, paid time off, and professional development opportunities. We offer flexible working arrangements to accommodate the diverse needs of our team.

Red Envelope Consulting is an Equal Opportunity Employer. We do not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

Salary Description $24-$26/hr.