Executive Associate, Operations

About Humanity United

Humanity United (HU) is a foundation dedicated to cultivating the conditions for enduring freedom and peace. We support and build efforts to transform the systems that contribute to human exploitation and violent conflict. HU is part of The Omidyar Group, a diverse collection of organizations, each guided by its own approach, but united by a common desire to catalyze social impact.

Position Summary

Humanity United is seeking an experienced Executive Associate to partner with the Managing Director, Operations. This role will operate as a true, hands-on thought partner and will be instrumental to the Managing Director’s success.

As well as being responsible for the Managing Director’s calendar, travel and expense reports, the Executive Associate will also be a key advisor to the Managing Director to help them execute on their key priorities, and balance workload and information flow. This position will also manage a variety of projects and help coordinate team-wide gatherings, retreats and other processes. This role will also serve as a key liaison and conduit with Executive Associates, Operations team leads and other staff across the organization.

The successful candidate will not only bring extensive experience supporting senior executives but will also have a track record in project management, experience with & fluency in Diversity, Equity, Inclusion & Justice (DEIJ), exceptional relationship building and collaboration skills, and outstanding attention to detail.

This role will report to the Managing Director, Operations. This is a full-time, exempt position. Our hybrid work approach provides ongoing flexibility for regular remote work for this position, combined with regular in-person meetings with the MD, Operations (approx. monthly if located in the SF Bay Area, or quarterly if located elsewhere), and periodic in-person team gatherings. The successful candidate can be located anywhere in the United States and should be able to work West Coast business hours on a regular basis as required to support the MD, Operations.

Core Job Responsibilities:

  • Manage calendar and schedule for Managing Director
  • Support and balance the Managing Director’s workload and support her to have the space to focus on her key priorities, by managing information flow, triaging essential vs non-essential commitments, resolving issues, prioritizing, and providing analysis and advice on key issues across the Operations team
  • Based on Managing Director’s key priorities, ensure effective communication of priorities, actions, follow-up items and requests to key stakeholders across the organization.
  • Provide necessary briefing and support materials for the Managing Director including preliminary research, meeting materials, talking points and travel arrangements

Operations Team Meetings & Gatherings

  • Provide logistical and agenda support for Operations Team and Team of Teams (Operations team leads) meetings, including meeting scheduling and planning, design of meeting agendas, coordination of content, minutes and secretariat, and agenda & action item follow-up.
  • Coordinate quarterly/bi-annual retreats and convenings for Operations Team and Team of Teams, including leading on event design, coordinating/contributing to event content, and managing the successful delivery of each event.

Operations Team Coordination

  • Connect regularly with Operations Leads and other team members to ensure coordination of the Managing Director’s work and projects across the team
  • Work efficiently within the Operations team to build effective processes, help develop a collaborative and transparent team culture and support effective decision-making processes.
  • Coordinate and communicate Operations Team participation in org-wide processes including annual planning, budgeting and performance reviews, in partnership with the MD, Operations and Operations Leads.

Org-Wide Collaboration

  • Engage cross-functionally (especially with other Executive Associates and Operations Managers) to help facilitate information flow and identify opportunities for collaboration, accompaniment, and outreach across teams
  • Build strong relationships across the organization to ensure effective collaboration and proactive communication between Operations and other teams across HU

Project and Administrative Management

  • Support Managing Director in executing priorities, working on and at times coordinating priority projects, working in partnership with the Managing Director and the Senior Director, Organizational Transformation.
  • Manage invoice, contract, and purchase order processing as requested by Managing Director
  • Assist with expense reports for Managing Director
  • Coordinate domestic and international travel for Managing Director.
  • Perform other responsibilities, as necessary and/or assigned

Knowledge, Skills and Abilities:

Must-have requirements:

  • Commitment to HU’s mission and values [include link], including DEIJ, is a must.
  • Extensive, progressively more responsible experience supporting senior executives and operating as a thought partner. Must include:
    • A track record of building successful partnerships with deep rapport & trust.
    • Exposure to supporting or being part of an organization’s Operations team
  • A track record of building successful partnerships with deep rapport & trust.
  • Exposure to supporting or being part of an organization’s Operations team
  • Familiarity and fluency with the principles of DEIJ, with a perspective on how to apply and advance this work in Operations and executive support.
  • Extensive experience in project management, including managing stakeholders, timelines, deliverables and coordinating multiple streams of work
  • Ability to work cross-functionally and collaboratively to quickly earn trust and credibility with staff, Operations Team leads and Executive Associate peers.
  • Excellent written and verbal communication skills
  • High degree of comfort with change and ambiguity, and ability to balance multiple changing priorities and make judgements about what is urgent vs important.
  • Exceptional attention to detail, and ability to track, execute and manage multiple work streams.
  • Must be a creative and proactive self-starter, with a willingness to work on both routine administrative tasks and higher-order projects
  • The right to work in the United States

It’s a bonus if you bring:

  • Direct lived experience of the issues we work on.
  • Experience planning and designing meetings, retreats and events
  • Prior work in a non-profit or philanthropic environment is highly desirable
  • Experience working with a remote, hybrid or distributed team
  • Advanced knowledge of, or the ability to learn, Apple and Microsoft Office applications and videoconferencing technology

We encourage qualified candidates lacking formal or direct experience to describe how their background has served as preparation for this role.

Salary: The salary range for this position will vary by location, to account for local job market & cost of living. Starting salaries are typically within the lower half of the range and are based on skills, experience & background. Example ranges are provided below, with other locations available on request:

  • San Francisco – $107,592 – $125,524
  • New York – $102,172 – $119,200
  • Washington DC/Boston/Seattle/LA – $96,853 – $112,995
  • Chicago, Denver/Boulder, Philadelphia – $91,433 – $106,672

To Apply:

Please submit your resume and cover letter via the Apply Now button below.