portal resources jobs companies c center for democracy in the americas operations assistant

Operations Assistant

Key Responsibilities: 

Finance and Bookkeeping Support 

  • Manage CDA’s bookkeeping/accounting, managing/monitoring QuickBooks; including tracking and coding all incoming money and outgoing expenses
  • Develop and manage CDA’s cash flow and annual budget.
  • Manage monthly accounts payable. 
  • Manage CDA payroll and 401K plan, bank accounts, and credit cards.
  • Monitor credit and debit card use. 

Operations Support:

  • Provide general administrative support to the Executive Director, and Director for Advocacy and Strategy. 
  • Event and trip planning, scheduling, and logistical tasks as needed.
  • Assist in maintaining and ordering office supplies; equipment inventory; and storage unit
  • Managing incoming and outcoming mail
  • Coordinate and schedule meetings and appointments
  • Assist in organizing and executing special projects and events, including annual gala.

Human Resources Support:

  • Manage  hiring, onboarding and offboarding process for new and departing staff.
  • Respond to staff questions regarding benefits, payroll, state tax, and other administrative questions.
  • Support CDA’s DEI work, including efforts to ensure diverse applicant pools for job openings.
  • Manage relationships with insurance brokers, payroll vendor, and other vendors.
  • Manage policy renewals for organizational insurance policies and ensure proper level of coverage.
  • Ensure compliance with employment law and local taxes, including with remote work employees and contractors. 
  • Help maintain confidentiality and data security in HR and Operations activities.

Grants Management and Compliance

  • Track donor database, update Salesforce, produce reports as needed
  • Donor communication and management such as following up on pledged donations. 
  • Support with the writing and preparation of grant proposals and reports for new foundations or for expanded support from current foundations.

Minimum Qualifications and Skills

  • Undergraduate degree preferred or equivalent combination of education, training and proven experience as an administrative assistant or in a similar role.
  • Prior experience working with QuickBooks and Salesforce is required,
  • Capacity to Manage down, up and laterally - including via briefing organizational leadership - to make sure tasks are completed well and on deadline.
  • Strong organizational and multitasking skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Excellent written and verbal communication skills.
  • Attention to detail, solid judgment, and discretion.
  • Logistical acumen and superior communication skills
  • Strong interpersonal and teamwork skills.
  • Comfort engaging with principals – including members of Congress and senior officials.
  • Ability and desire to be a team-player within a lean, fast-paced, and start-up environment

Preferred Qualifications

  • Knowledge of HR processes and practices.
  • Spanish fluency, written and spoken
  • Passionate about foreign policy and Latin America and the Caribbean

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