Senior Operations Associate

Position Title: Senior Operations Associate

Reports to: Deputy Director of Operations & HR

Position Status: Temporary fulltime, non-exempt

Salary

The salary range for this position is $36-$40 an hour. This role is a termed position, currently expected to last from mid-October through end-November, with possibility of extension.

About EFI Foundation

The EFI Foundation delivers evidence-based, pragmatic solutions to the world’s toughest energy challenges. The EFI Foundation advances innovative, evidence-based solutions to complex energy challenges—combining rigorous analysis with a pragmatic approach to bridge the gap toward a low-carbon future.

EFI Foundation is a trusted, independent, nonpartisan guide through the world’s toughest energy challenges. We focus on practical solutions, not ideology, to make real progress possible. We forge coalitions that cut across divides, creating answers that are tested, collaborative, and durable. We believe energy evolution must be affordable, resilient, and equitable for all.

About EJM Associates LLC (EJM)

EJM Associates is a strategic consulting firm founded and directly managed by former Secretary of Energy Ernest Moniz. We advise clients on a range of energy policy, innovation, and security issues to help them navigate the transition to a global clean energy economy.

This role may be expected to perform work for EJM, consistent with their job description.

Summary

The Sr. Operations Associate will play a key role in keeping EFIF’s internal processes running smoothly. The position is responsible for supporting both the operational and financial health of the organization. In the short term, this will largely include administrative support for EFIF’s three principal executives. With the possibility of extension, support would grow to include regular financial reporting and enabling effective coordination with EFIF’s partners and funders. The senior associate will lead operations, finance, and logistics for EFIF-hosted events, including leadership strategic planning, and staff offsites, trainings, and project convenings with support from the operations and communications teams. The associate will provide backup admin support and help advance Operations team priorities. As this includes working closely across functions and teams, success in this role will heavily depend on the ability to forge strong professional relationships. 

The Sr. Operations Associate will also provide equivalent support to EJM Associates. This position sits under the Chief Operating Officer and directly reports to the Deputy Director of Operations & HR. Close coordination with the Executive Assistant and leadership across each of EFIF’s three functions (operations, communications, and research) is imperative.

This role is subject to change and expected to be responsive to evolving organizational priorities and team needs.

This position is based at EFIF headquarters in Washington, DC. As of the date of this posting, EFIF employees work from the DC office Tuesday through Thursday. Due to the nature of this role, more in-person work may be required.

Your Responsibilities Will Include

• Operations Support:
  • Act as temporary Executive Assistant by managing the Principals’ calendar management, travel arrangements, and administrative duties as needed.
  • Manage document processing, including acquiring signatures on contracts and other formal documents and maintaining up-to-date business records.
  • Coordinate with relevant staff to collect background reading, meeting agendas, presentations, briefing books, and other materials to support meetings with the CEO.
  • Support varied Operations team priorities as bandwidth and priorities allow.

• Event Management and Coordination:
  • Lead scheduling, operations, finance and logistics for organizational events.
  • Oversee development and senior leadership approval of contracts and payments, and manage relationships with event vendors and consultants.
  • Manage operational tools (e.g., HubSpot CRM, Asana project management software) for project tracking and reporting.

• Finance Administration, Financial Management & Reporting:
  
  • Coordinate with EFIF project teams and the accounting team by supporting project-level financial reporting and expense forecasting.
  • Support senior management with receipt and travel tracking.
  • Track and report on grant expenditures, ensuring compliance with donor restrictions, including timely and recurring internal communications of deadlines and deliverables.
  • Support many of EFIF’s recurring financial processes, including expense management, accounts management (AR/AP), invoice management, and staff and management time tracking.
    
  • May assist with payroll, benefits, and administration.
    
  • Maintain data quality and pull reports in EFIF’s financial and operations systems (e.g., BambooHR, QuickBooks, Contract Works, HubSpot and Asana).

General Time Breakdown

Operations Support: approx. 60%

Event Management and Coordination (including board meetings): approx. 20%

Finance Administration: approx. 20%

Who You Are

• A numbers person: You know your way around a spreadsheet and have experience managing nonprofit financials.
• A proactive communicator: you recognize the value of proactively keeping colleagues in the loop and know that organizational effectiveness often hinges on how well teams communicate. You seek to provide people with information before they even think to ask.
• A collaborator: you can work and communicate effectively with external vendors and across internal teams and seniority levels.
  You’re not afraid to “manage up” to keep your manager and the rest of the team on track.
• A fan of efficiency and organization: you notice details, and you’re always looking for ways to improve or streamline work. You understand there’s always something new to learn, and you have a “work smarter not harder” mentality.
• Outcome-oriented: you recognize the value of effective processes and structures and strive to avoid pointless bureaucracy.
• Tech-savvy: you’re comfortable with learning and using new tools and systems.
• Adaptable and reliable: you’re flexible, know how to prioritize, and can pivot focus quickly if needed; you can be trusted with confidential matters.

What You’ll Need

• Enthusiasm for EFIF’s mission
• Bachelor’s degree and 3-5 years of office finance, operations and administration work experience OR
• High school diploma or GED equivalent and 6-7 years of office operations or administration work experience
• At least 2 years of experience with recurring office finance processes (e.g., expenses management, accounts management, invoice management, etc.)
• Advanced experience with Excel and QuickBooks (or similar accounting software)
• Experience with CRM and project management tools such as HubSpot and Asana
• Proven ability to successfully manage event logistics
• Preferred: experience with Microsoft 365 Suite, HRIS, ATS, and contract management systems
• Preferred: experience specifically with the following systems–SharePoint, ContractWorks, Keeper Password Manager, and/or Microsoft Teams
• Must have work authorization in the U.S. EFIF is unable to sponsor or take over work sponsorships at this time.

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. EFIF is dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

TO APPLY

Please submit your resume and short answer responses using our BambooHR link: https://efifoundation.bamboohr.com/careers/32

STATEMENT ON DIVERSITY

EFIF is proud to be an Equal Employment Opportunity employer. Women, people of color, LGBT individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans are encouraged to apply. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.

If you need assistance or accommodation for this job application due to a disability, you may contact us at info@efifoundation.org.