Interim Operations Associate

This is a fully remote position, open to applicants in District of Columbia, +1 more state.

📋 Description

• Oversee operational and logistical planning for LaMP’s international conference, which includes coordinating the venue, managing vendors, handling attendee registration, and executing on-site activities.

• Create and disseminate social media content and other event materials, both digital and physical, in collaboration with the Communications Manager.

• Organize international travel logistics and visa applications for staff, speakers, and consultants attending the conference.

• Develop and maintain the conference run-of-show, agenda documents, registration tracking, and communications with participants.

• Assist with managing conference budgets, contracts, and invoicing processes.

• Act as the main operational contact for conference logistics across various time zones, both before and during the event.

• Handle post-conference follow-up activities, including expense reconciliation, participant surveys, and documentation management.

• Provide support to Project Managers in grant management tasks, including preparing, reviewing, and tracking accounts receivable and payable invoices, and drafting and filing contracts.

• Review and enhance project materials, such as slide decks and visual content; offer proofreading and formatting assistance.

• Perform small to medium-sized research tasks to assist with ongoing projects as required.

• Maintain project files and organize documentation for easy access, ensuring that files are kept current.

• Respond to general inquiries from staff about internal processes and procedures.

• Assist in scheduling meetings across different global time zones.

• Aid in the completion of organizational and funder-related forms and contracts.

• Organize and manage routine event logistics beyond the conference, including invitations, agendas, and follow-ups for webinars.

• Prepare and finalize visa applications and other travel documentation for staff and consultants.

• Ensure that SaaS platforms, including LaMP’s CRM, remain operational and current.

• Assist in the onboarding of any new staff or consultants who join during the contract period.

• Contribute to the organization’s financial health by collaborating with the Operations Manager and Accountants to keep program budgets updated and ensure accurate expense allocation.

• Help gather documentation for donor or client financial reporting, including reimbursements.

⛳️ Requirements

• 3–5 years of experience in operations, project administration, or event management.

• Proven track record of managing complex events, including venue and vendor selection, international travel and visa logistics, registration systems, mailing list management, and creating social media and other marketing materials.

• Familiarity with CRM tools and SaaS platforms, particularly Mailchimp and Monday.com; ability to quickly learn new systems.

• Exceptional organizational skills and a keen attention to detail.

• Capability to manage multiple competing priorities in a fast-paced environment.

• Fluency in English is required; working proficiency in Spanish (both written and spoken) is highly preferred.

🏝️ Benefits

• Benefits package available in accordance with LaMP’s standard policies for fixed-term hires.