Operations Associate (Remote)

About Open Supply Hub

Open Supply Hub (OS Hub) makes supply chain data open, accessible and trusted for the public benefit. We steward data, providing a single, essential reference point that enables stakeholders to collectively address challenges and drive progress for human rights and the environment. OS Hub is an open data tool, mapping retail supply chain facilities worldwide and allocating a unique ID to each. The tool is used by stakeholders across many sectors to eliminate confusion and facilitate collaboration, enable interoperability across systems and tackle the long-standing problem of facility identification. We are built on the principles of open: open data, open communications patterns, openness to ideas and new ways of working. We are a mission-driven organization and respect and value our stakeholders - they make OS Hub what it is: a tool enabling collaboration across retail sectors.

OS Hub has a strong track record of scaling operations effectively, and as the organization enters an exciting stage of development, we are expanding the operations team to include an Operations Associate to support the organization’s growth. Our ideal candidate has a successful track record contributing to key operational processes that advance an organization's mission and experience scaling operations in a startup environment. Successful applicants will have the opportunity to contribute to the future growth and vision for the organization and must be prepared to roll up their sleeves with a wide variety of tasks. We are scaling quickly and have an exciting year ahead.

Our Commitment

OS Hub is committed to creating an inclusive and representative environment. All qualified individuals will receive consideration without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Job Description

OS Hub’s Operations Associate is an exciting new role in the global Operations team. Reporting to the Sr. Operations Manager, this role will play a crucial role in supporting and driving engagement across the organization, as well as maintaining and refining systems necessary for the smooth functioning of day-to-day operations. This role will have an opportunity to work directly with the leadership team and other senior team members to support key cross-functional processes that advance the mission of the organization. The ideal candidate should possess excellent organizational and time management skills, and be capable of working both independently and collaboratively within a fully remote global context. A successful Operations Associate will be open to learning and gaining in depth knowledge of key organizational systems and platforms, while understanding how each plays an integral role in the overall operating system of the organization. Key responsibilities include collaborating with various teams to streamline processes, maintaining internal organizational systems, owning scheduling and travel logistics, and fostering employee engagement.

A successful Operations Associate will have the opportunity to take ownership and undertake key responsibilities in multiple domains within the organization, further enabling career development based on long-term interests and strengths. The position is remote, but we ask that the employee be located in the United States. This is a full-time, salaried position. Benefits include medical and dental insurance and a generous parental leave and vacation policy.

Responsibilities

Process Improvement

  • Learn, maintain, and refine key organizational processes and platforms while collaborating with team members to implement changes that enhance overall productivity, as needed; systems include:
    • Recruitment and onboarding (Monday & Gmail)

    • Timekeeping and expense management (Nexonia & Divvy)

    • Reporting on goals and key performance indicators (Monday, Looker, Canva, GSheets)

    • Procurement and contract management (Monday, Confluence, GDrive, Dropbox Sign)

    • Communication platforms (Slack, Hubspot, Monday, Zapier, Gmail, Mural)

  • Ensure compliance with all internal procedures and policies, and external standards

Administration

  • Support calendar management and scheduling for important meetings and events, including meetings with the board of directors, leadership team, funders, partners, and full-team meetings across multiple time zones

  • Collaborate with the Stakeholder Engagement team to assist the with posting team-generated content and recruitment notices to OS Hub’s LinkedIn account and website

  • Support the Operations team with recruitment efforts, finance administration, and business operations, as needed

Team Engagement

  • Support on enhancing the organization’s ways of working through implementing techniques that team members can use to collaborate more effectively across a global environment, including file management, developing communication protocols, creating an internal newsletter, organizing virtual team-building experiences, and standardizing our working agreements

  • Support travel planning and logistics for in-person team convening, conferences and events

  • Facilitate the onboarding experience for new team members, ensuring a comprehensive and supportive experience

The ideal candidate

The preferred candidate will have a minimum of two years of experience as an operations generalist, a dedication to providing strong customer service and enhancing team culture, enthusiasm for a dynamic work environment, and alignment with our nonprofit mission. The candidate should demonstrate a strong passion for systems, attention to detail and a creative, solutions-oriented mindset.

  • You have experience taking responsibility and ownership over business processes and systems that are integral to the day-to-day operations of an organization

  • You are excellent at building relationships, both internally and externally, and are able to support the “behind-the-scenes” work needed to generate organization-wide impact

  • You possess exceptional organizational skills and are energized by refining systems that will support the scaling of OS Hub

  • You are excited to coordinate and collaborate across a global remote team on complex projects and systems

  • You are excited about OS Hub’s mission, opportunities for growth and potential impact; you are an advocate for the power of open data

  • You are open to a pro-feedback, pro-fun, mission-driven and global workplace culture and have experience working in a remote environment

  • You are willing to travel for team convenings, team meetings and conferences, as needed

Note: many candidates self-select out of applying because they may not meet the experience requirements; however, we encourage all levels of applicants to apply if you have a solid foundation and are willing to learn.

Must have

  • Bachelor's degree in business administration or a closely related field, or equivalent professional experience in a related field

  • 2+ years of experience as an operations generalist, preferably in a nonprofit or small-firm setting

  • Strong organizational skills that reflect an ability to keep track of multiple tasks, meet competing deadlines and actively communicate and collaborate with colleagues across multiple time zones

  • Working knowledge of tools in the Google Workspace, as well as Slack, Zoom, Monday.com and Divvy, a plus

  • Passionate about business processes and systems, with an eye towards detail and accuracy

  • Ability to think creatively with a strong sense of curiosity and orientation for learning

  • Dedication to customer service and eagerness to support others

  • Strong written and verbal communication skills

  • A passion for OS Hub’s mission and vision to make build a world where supply chain data is open, trusted and harnessed to benefit people and planet

Compensation

The budgeted salary for this opportunity is $50,000 - $60,000 USD. Compensation within this range will be commensurate with the candidate’s local labor market, geographic location, experience level and internal equity.

Benefits

  • This role has enormous growth potential alongside the growth of the organization across multiple geographies and sectors

  • Unlimited vacation leave with options for flexible working patterns

  • Two week office closure in December (last two weeks)

  • Fully remote work environment with annual in-person convenings

  • 100% coverage of employee health and dental insurance premiums

  • Access to coworking space, if desired

  • Annual professional development stipend

  • Annual office supplies stipend

  • Salary is subject to annual collective effort increases

  • Generous parental leave policy

Eligible Countries: While this position is remote, due to the location of the team and responsibilities of the role, we ask that the employee be located in the United States.

Deadline: March 4, 2024

Apply: To apply for this position, please submit an application via the link below. Any questions can be directed to recruiting@opensupplyhub.org with the subject line: Operations Associate Application.


Evaluation Stages

  • Phone Screen: At OS Hub, we use VideoAsk for video interviews with candidates we are interested in moving forward. In the video interview, we ask three questions, allowing the candidate to have up to three minutes to respond to each question. You can re-record your response as many times as you wish, our team will only see your final response. As a small team across multiple time zones, video phone screens are an effective way for us to connect with candidates asynchronously. This approach helps candidates get to know us better, while also allowing us to move our interview process forward quickly and efficiently.

  • 1st Interview: This is a 45 minute interview with OS Hub's Sr. Operations Manager & Accounting Manager. The first five minutes will be introductions, the following 25 minutes will focus on the candidate's past experiences and skill set, and the remaining time will be an opportunity for the candidate to ask and answer any questions about the opportunity and/or organization.

  • Skills Assessment: For candidates selected to move to the next round this will be a short 45 minute exercise to showcase coordination, communication and systems management skills.

  • 2nd Interview: This is a 45 minute interview with OS Hub's CFO/COO & Product Manager. The first 5 minutes will include a brief presentation of the exercise above. This interview will focus on the candidates submitted assignment, past experiences, as well as offer space for any final questions about the opportunity and/or organization.

  • Reference Checks: We will request 2-3 references prior to an offer of employment.


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