Operations Associate

About Kirsh Philanthropies

Kirsh Philanthropies’ portfolio includes a range of philanthropic initiatives across Southern Africa, Israel, the UK, and the US.  It focuses on providing essential building blocks to vulnerable populations in Southern Africa as well as furthering the safety and vibrancy of Jewish communities around the world, with an emphasis on providing “fishing rods rather than fish” to promote initiatives with longer-term sustainability. Kirsh Philanthropies has deep ties to the various communities in which it is active and works constantly to be responsive to the changing needs of its beneficiaries.

About This Role

The Kirsh Philanthropies team is a global collective that oversees giving across multiple continents. We are seeking a highly organized, hands-on Operations Associate to help keep our New York office running seamlessly. This is an ideal role for someone who genuinely enjoys creating order, anticipating needs, and ensuring that every aspect of the office is operating at the highest level.

This is a highly visible, in-office position where no task is too small. One moment you may be coordinating travel or onboarding a new employee; the next you may be organizing the kitchen, setting up a conference room for an important meeting, receiving deliveries, or running an errand for the team. The right candidate takes pride in creating an exceptional workplace environment and understands that excellence is often found in the details.

We are looking for someone who is proactive, resourceful, and eager to roll up their sleeves. The ideal candidate understands that exceptional operations means doing whatever is needed – from coordinating complex logistics to organizing supplies or preparing the office for an important meeting, with equal care and enthusiasm. This is an excellent opportunity for someone who enjoys supporting others, thrives in a collaborative, small-office environment, and is excited to learn how a global philanthropic organization operates.

Key Responsibilities and Duties

Office Administration

Vendor and Office Management

• Manage relationships with external vendors, including software providers, office cleaning, technology support, catering, and other service providers.
• Maintain software subscriptions and licenses, ensuring accounts are activated or deactivated as needed and renewals are completed on time.
• Coordinate bill payment deadlines with the accounting team for rent, subscriptions, licenses, and other recurring expenses.

Office Operations

• Maintain a well-stocked, organized, and welcoming office by managing inventory of office and kitchen supplies, ordering materials, and receiving and organizing deliveries.
• Oversee the upkeep of the office, working with building management and vendors to address maintenance and facility needs.
• Maintain shared office technology, including conference room equipment and common-area displays.
• Prepare meeting rooms and common spaces before and after meetings, events, and guest visits.
• Run occasional local errands, including purchasing supplies, delivering materials, and coordinating pickups.
• Serve as the primary point of contact for office visitors, ensuring a professional and welcoming experience while following building security procedures.

Team Support 

• Coordinate travel arrangements, including flights, hotels, and ground transportation.
• Support employee onboarding and offboarding, maintain personnel records, coordinate required trainings, and liaise with benefits providers.
• Assist with planning and logistics for team retreats and other staff events.
• Schedule and coordinate team trainings, ensuring materials are prepared and attendance is tracked.

Senior Staff Support 

• Coordinate with the Executive Assistant to support the CEO while in the New York office.
• Manage logistics for internal and external meetings, including scheduling, technology setup, catering, printed materials, and room preparation.
• Manage incoming mail, packages, gifts, and outgoing shipments, ensuring timely distribution and follow-up.

General Office Support 

• Be the go-to person for the day-to-day needs of the office, proactively identifying and addressing issues before they arise.
• Take ownership of the physical office environment, ensuring it remains clean, organized, well-stocked, and operating smoothly.
• Pitch in wherever needed, recognizing that in a small, collaborative organization everyone contributes to the team's success.
• Approach every task, from preparing for executive meetings to organizing the kitchen, restocking the refrigerator, or running errands, with professionalism, attention to detail, and a positive, hands-on attitude.

Candidate Requirements and Personal Attributes

• At least 2 years of experience in an administrative, project management, or operations role. 
• Team player who takes pride in contributing to the team’s success.
• Strong interpersonal communication skills to effectively engage with team members, visitors, vendors, and management.
• Comfortable with various office technologies, including managing calendars, troubleshooting basic software/hardware issues, and utilizing common office tools (e.g., Microsoft Office, Google Workspace, Zoom).
• High level of personal responsibility, integrity, and accountability.
• Discretion in handling confidential and sensitive information.
• Ability to see even the smallest tasks as part of larger successes.
• Highly organized with the ability to manage multiple projects, deadlines, and inquiries simultaneously.
• Well-suited for a small-office environment that values flexibility, cooperation, a good sense of humor, and resourcefulness.
• Takes responsibility for mistakes and learns from them.
• Demonstrates a high degree of initiative in anticipating needs, solving problems, and ensuring smooth office operations.

Benefits and Compensation

Salary: $75,000 to $95,000 annually, plus benefits.

Kirsh Philanthropies offers a competitive compensation and benefits package, including medical, dental, and vision health insurance, retirement benefits, and generous paid and sick leave.

Kirsh Philanthropies is an equal opportunity employer.  Applicants are considered for positions without regard to veteran status, uniformed service member status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information, pregnancy, citizenship status, or any other category protected by applicable federal, state, or local laws.

The company is an at-will employer, as allowed by applicable state law. Regardless of any provision in this application, if hired, the company or employee may terminate the employment relationship at any time, for any reason, with or without cause or notice.

Please email your resume and cover letter to Shira Hudson, Internal Operations Director, at shira@kirshphilanthropies.com.