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Operations Administrator

The Role

As a core member of the Finance & Operations team at Schmidt Futures, the Operations Administrator will enable the operational excellence of Schmidt Futures teams and programs through project management, administrative, and logistical support. Operations administrators are typically assigned to 2-3 program or functional areas, where they pair with executive leadership to address the highest priority administrative tasks. Day-to-day responsibilities typically include: 

  • Managing programs’ grant pipelines and, in particular, the process for facilitating rapid payment following approval
  • Helping to manage the calendars and logistical needs of executive leadership
  • Developing expertise in a given Schmidt Futures’ wide business process and becoming other administrative team members’ “first calls” for questions in that area (e..g, contracting, grants management, generation of financial reports) 

 

This role will help provide infrastructure for the effective scaling of Schmidt Futures well beyond 100 team members over the next 12 months, as well as support the overall excellence of various programs and functions. The scope of responsibilities will necessitate proactive work-planning and prioritization with the Operations Administrator’s supervisor and other stakeholders. 

 

Key Responsibilities

Support the administration and key programs of three leaders and their teams. Responsibilities will vary and may include short-term assignments which require specific focus on a given project or initiative. Broadly speaking, day-to-day responsibilities will include the below: 

 

Operational support for one or more program / functional areas

  • Ensure the operational excellence of one or more program / functional areas, through the following activities: 
    • Building tracking systems for program priorities, grants, contractor payments, and other operational needs
    • Facilitate administrative processes required to ensure timely payment of grants or invoices
    • Coordinate data collection and conduct basic analysis in support of program / functional area impact reviews
    • Help take notes and track next steps in team meetings
  • Generally, operations administrators will be assigned to 2-3 program or functional leaders, where they will work closely with the responsible senior executives

 

Administrative support for assigned team leaders and corresponding work streams

  • Coordinate and schedule meetings by request of up to three executive-level Principals
  • Produce background reports in support of key meetings
  • Prepare, proofread, and distribute key documents in advance of scheduled meetings
  • Take detailed minutes during meetings as needed
  • Book conference calls, conference rooms, and other space as needed
  • Manage travel bookings
  • Prepare expense reports and associated documentation

Support on critical operations functions and processes

  • Manage invoices, collection of paperwork for grants, and other financial processes for a subset of Schmidt Futures programs
  • Coordinate other operational processes for those programs (e.g., grantee performance reviews, on-boarding, financial monitoring and forecasting)

 

Knowledge, skills, and abilities

  • Strong administrative, organizational, and time management skills
  • Attention to detail with strong writing, proofreading, and communication skill
  • Collaborative approach to problem solving
  • Self-motivation with the ability to take initiative, manage a variety of tasks, and see projects through to completion

 

Requirements

Applicants must:

  • Have 5+ years of relevant experience
  • Have track record of strong administrative and project management skills
  • Be based in the Schmidt Futures offices in New York and be able to support onsite operations in the office on a regular basis as needed following company policy and permitting circumstances

 

About Schmidt Futures

Schmidt Futures is a philanthropic initiative, founded by Eric and Wendy Schmidt, that finds exceptional people and helps them do more for others together.  We knit talent into networks, bet on the most promising ideas through diverse forms of competition and support, and equip people to scale through partners and modern tools. To realize this vision, Schmidt Futures uses a broad set of tools — including gifts, grants, investments, and startup activity — for charitable, educational, and commercial efforts with a public purpose. Our initiative brings together the efforts of various charitable and non-charitable entities to improve our potential impact by making diverse types of capital available to the efforts we support.

 

Futures Action Network, LLC, which operates Schmidt Futures, is an Equal Employment Opportunity employer that proudly pursues and hires a diverse workforce. We do not make hiring or employment decisions on the basis of race, color, religion or religious belief, ethnic or national origin, nationality, sex, gender, gender-identity, sexual orientation, disability, age, military or veteran status, or any other basis protected by applicable local, state, or federal laws or prohibited by Company policy. We strive for a healthy and safe workplace and strictly prohibit harassment of any kind.

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