OPERATIONS & PROGRAMS ASSOCIATE (FULL-TIME)

About the role

The Operations & Programs Associate is the person who keeps PhilMO running day-to-day – providing the essential administrative and coordination support that our operations, programs, and Member experience depend upon. This full-time, at-will role reports to the Operations Director and works closely with our Learning & Network Manager. This opportunity suits people at different points in their career. For someone early on, it’s broad, hands-on exposure to how a statewide nonprofit runs – finance, governance, membership, programs, and technology all in one seat. If you’ve already built these skills elsewhere – in a nonprofit office, small business, or corporate operations role – it’s a chance to apply your experience to advance a meaningful mission with a lean team. What matters most is being detail-oriented, organized, and genuinely curious about the work.

Location & Schedule

Hybrid with approximately 1–2 days/week in the statewide office in St. Louis (Delmar DivINe, 5501 Delmar Blvd Ste 310A, St. Louis, MO 63112); in-person work is driven by team and program needs. 37.5 hours/week, with occasional early mornings or evenings to support Board, Member, and community events.

Responsibilities

• Operations & Administration (30%)
  • Prepare weekly vouchers and coordinate expense requests, credit card receipts, and record-keeping (copies and scans).
  • Record check deposits, maintain office records, and make bank deposits as needed.
  • Maintain banking paperwork and authorized signatures; support annual audit requests.
  • Monitor the organization's mailbox, info@philmo.org inbox, and main phone line, responding or routing promptly.
  • Maintain physical office space, including an inventory of supplies and serving as a contact for services and subscriptions (phone, copier, and similar).
  • Support contract, vendor, and renewal tracking in coordination with the Operations Director.
  • Maintain accurate, well-organized digital records and assist with data hygiene in PhilMO's systems.
• Program Support (45%)
  • Provide logistical and administrative support for programs, meetings, and Networks — including scheduling, registration, reminders, and follow-up communications.
  • Manage survey tools (SurveyMonkey, Google Forms); update dashboards and records.
  • Assist with online event registration and respond to routine requests for support.
  • Help prepare program materials and coordinate event logistics, including food service and on-site support as requested.
  • Support communications, including content for newsletters, website, and Member outreach.
  • Attend programs (virtual and in-person) and provide hands-on coordination support.
• Membership Operations (10%)
  • Prepare and send Member renewal invoices (electronic and hard copy); record dues receipts in the CRM and file records.
  • Process new Members: send welcome letters and invoices upon approval, and provide website and Member Directory access upon payment.
  • Send dues and grants acknowledgements; maintain accurate, up-to-date Member records.
  • Monitor email-marketing tools to keep contact records current and clean.
• Governance & Executive Support (10%)
  • Establish calendars for agenda-setting and meeting reminders; add Board and committee meetings to the CRM.
  • Prepare initial agendas for staff review; receive RSVPs and prepare Board and committee packets.
  • Prepare written minutes for Board and committee meetings.
  • Collect new Board Member onboarding items, including conflict-of-interest forms and headshots; assist with Board thank-you and annual gifts.
  • Provide occasional scheduling and administrative support to the President & CEO.
• Sector Learning & Professional Development (5%)
  • Engage in individual and team learning, building familiarity with the philanthropic and nonprofit sector.
  • With the supervisor, identify and pursue meaningful professional development aligned with the role and personal growth.

Requirements

• Prior experience in office administration, customer service, program or event coordination, or a related area.
• Enthusiasm for PhilMO's mission, vision, and values, and interest in strengthening Missouri's philanthropic sector.
• Energy to contribute to a collaborative, lean team building on 50+ years of history toward a statewide membership.
• Excellent organizational skills, attention to detail, and accurate record-keeping.
• Strong professional written and verbal communication skills.
• Strong time-management skills and the ability to juggle multiple tasks and deadlines, navigating the unexpected with composure.
• Comfort with everyday workplace technology and a willingness to learn new platforms (Google Workspace, Egnyte, SurveyMonkey, MailChimp, and a CRM, among other tools).
• Ability to work tasks independently and arrive at solutions after initial direction.
• Sound judgement, discretion, and respect for confidentiality.
• Interest in diversity, equity, and cultivating belonging across identities, beliefs, and lived experiences.

Preferred

• Interest in or exposure to grantmakers, nonprofits, or organizations serving the social sector.
• Curiosity and passion for learning, with a growth mindset.
• Willingness to travel locally and occasionally statewide, with notice, to support programs and team development. Access to reliable personal transportation and valid driver’s license preferred.
• Associate's or Bachelor's degree, or an equivalent combination of education and work or lived experience.

Benefits

• Compensation: $42,900–$48,750 ($23–25/hour) negotiable within range based on experience.
• Flexibility: Generally, the PhilMO team works when and where they are most productive. Hybrid schedules are supported; employees must work at least 51% of the time in Missouri.
• Holidays & Time Off: At least 15 paid holidays and 15 days of paid time off annually (full-time PTO begins at 15 days).
• Professional Development: All team members are expected to engage in — and may propose — team and individual learning opportunities.
• Community Engagement: Paid time is allocated for team members to serve in community-facing volunteer capacities (must align with PhilMO values and nonprofit status).
• Travel & Expenses: Pre-approved work-related expenses, including travel and technology equipment, will be directly paid or reimbursed.
• Retirement: 3% of salary contributed by PhilMO into a retirement account annually (optional employee contribution).
• Insurance: 100% health, dental, vision, life, short-term, and long-term disability insurance premium coverage for the full-time employee; coverage for dependents may be purchased.

Working Conditions

This role blends focused administrative work with collaborative, Member-facing coordination. The Associate should be able to work at a computer for extended periods, communicate clearly across phone, video, and in person, and occasionally lift up to 20 pounds (with or without reasonable assistance) when supporting events.