Note: The job is a remote job and is open to candidates in USA. Heartland Fund is a rapidly growing grantmaking organization working to enable equitable investment in rural communities, democracy, and climate solutions. The Senior Operations Associate supports board and committee governance, leadership team coordination, internal communications, scheduling, logistics, and day-to-day organizational operations.
Responsibilities
- Serve as the primary logistical liaison for the Rural Horizons Fund and Rural Action Funds’ Boards of Directors and committees
- Prepare and distribute agendas, briefing materials, and minutes for board and committee meetings
- Maintain board calendars, track governance deadlines, and maintain board member onboarding materials
- Coordinate meeting logistics (virtual and in-person), including scheduling, technology setup, and follow-up action tracking
- Maintain organized records of governance documents, resolutions, and filings
- Provide robust administrative, scheduling, correspondence, and logistical support to the Leadership Team
- Actively manage Leadership Team calendars to ensure meetings happen as planned, proactively identifying and resolving conflicts, rescheduling as needed, and keeping members informed
- Plan and coordinate staff retreats, off-site gatherings, and trainings, including venue research, logistics, and materials preparation
- Support preparation and distribution of internal announcements and staff updates as needed
- Provide administrative and scheduling support for hiring, onboarding, and offboarding processes
- Update organizational systems including shared drives, databases, and operational calendars
- Identify opportunities to streamline administrative processes and implement improvements
- Triage and respond to incoming inquiries from organizational websites and general contact channels, routing as appropriate
- Provide programmatic and other operational support, as needed
Skills
- Minimum of 4 years in an administrative or executive support role within a nonprofit, philanthropic, or mission-driven organization
- Exceptional organizational skills with the ability to juggle multiple priorities and shifting deadlines
- Strong written communication skills; able to draft clear, polished correspondence and materials
- High degree of discretion and professionalism, especially when handling sensitive or confidential information
- Strong project management skills, and experience tracking, coordinating and helping complete complex collaborative projects
- Proficiency with Google Workspace (Docs, Sheets, Calendar, Drive) and video conferencing platforms (Zoom, etc.)
- Demonstrated ability to work independently and as part of a collaborative, distributed team
- This is a remote position within the US
- This position requires occasional travel within the United States
- Experience supporting a Board of Directors or formal governance structures
- Background in event coordination, communications, or stakeholder engagement
- Strong proficiency with project management tools (Asana, Monday.com, or similar) and CRMs (Donor Perfect)
- Experience in a start-up environment
- Demonstrated experience working effectively with colleagues of diverse backgrounds and perspectives:
- Appreciation of the diverse culture traditions of rural people and places
- Excellent customer service and interpersonal skills
- Comfort working with a range of individuals in nonprofit organizations, government, foundations, and private sectors
- Experience living and/or working in rural American is strongly preferred
Benefits
- Fully remote position within the United States.
- 100% employer-paid health, dental, and vision insurance for employees and their families.
- Employees are able to enroll in a 401k retirement plan and are eligible for a 3% automatic contribution and up to a 3% employer match on 401k contributions.
- Pre-tax transportation benefits.
- 120 hours of vacation time annually for full-time employees.
- 80 hours of health leave annually for full-time employees.
- Up to 2 days of casual leave annually for full-time employees.
- 20 hours of volunteer leave annually for full-time employees.
- 13 paid holidays throughout the calendar year.
- 12 weeks of paid family and medical leave after 90 days of employment.
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