Operations Associate

About the role

This job is posted for Cascadia Sustainable Aviation Accelerator and Institute via Parallel Position Summary. The Operations Associate will keep Cascadia's governance, operations, donor relationships and special projects running smoothly as the organization builds its foundation. Reporting to the Operations Director, this role will support the Board of Directors and its committees, help establish operational practices, coordinate donor reporting, support the development of Cascadia’s R&D facility, and lead special projects such as international SAF fact-finding delegations and educational events. This role requires strong organization, sharp communication and attention to detail, combined with the flexibility to thrive in a start-up environment. Responsibilities will evolve as the organization matures, and the Operations Associate will have the opportunity to take on projects and activities that match their background and interests. This role will have a high-degree of autonomy and serve as a thought partner to the operations director.

Responsibilities

• Ensure the Board of Directors and its committees are well organized and well informed.
• Coordinate Board of Directors and committee meetings, including scheduling, logistics, and attendance.
• Prepare and distribute agendas and meeting materials in advance of each meeting.
• Take accurate meeting notes and minutes, and track action items through to completion.
• Maintain governance records, including board rosters, approved minutes, and key decisions.
• Work closely with the Operations Director to establish operational practices suited to a lean, growing organization.
• Identify, vet, and recommend reliable vendors, including requesting and comparing quotes.
• Draft internal policies and procedures for review and approval.
• Research and recommend best practices across the operations space.
• Work closely with partner organizations to track critical path projects and activities.
• Meet with installers and vendors as needed to coordinate delivery of equipment and facility infrastructure.
• Manage project risks and partner with key stakeholders to identify solutions and risk mitigation strategies.
• Coordinate asset (equipment) tracking, budget management and reporting activities.
• Coordinate the full donor reporting cycle, from tracking deadlines to final delivery.
• Gather inputs from staff and coordinate the drafting of narrative and supporting materials.
• Proof reports for accuracy, consistency, and alignment with donor requirements.
• Deliver reports on schedule and maintain organized records of submissions.
• Plan delegation fact-finding trips to regions and countries leading in SAF, including itineraries, meetings, travel logistics, and briefing materials.
• Plan and run educational events and conferences, including venues, speakers, attendees, and budgets.
• Capture and share learnings from trips and events with staff, the Board, and partners.
• Prepare pre-meeting briefs and background materials for meetings with key stakeholders and potential donors.
• Research organizations and individuals, summarizing relevant history, interests, and talking points.
• Support follow-up after meetings, including thank-you notes and next-step tracking.
• Take on additional projects and activities aligned with their background and interests.
• Help build the systems and processes needed as Cascadia grows.

Qualifications

• 3–5 years of experience in program coordination, operations, executive support, or a related role.
• Strong organizational skills, with a proven ability to manage multiple deadlines and projects at once.
• Excellent written communication skills, including drafting, editing, and proofreading.
• High attention to detail and accuracy.
• Discretion in handling confidential Board, donor, and organizational information.
• Proficiency with Microsoft 365 and comfort learning new tools.
• Ability to work independently and proactively in a fast-paced, ambiguous start-up environment.
• Experience supporting a board of directors or nonprofit governance.
• Experience with donor or grant reporting.
• Experience planning events, conferences, or international travel.
• Interest in or knowledge of sustainable aviation fuel, clean energy, or aviation.
• Familiarity with Quickbooks or other financial management tools.