Senior Operations Manager

This is a fully remote position, open to applicants in New York.

📋 Description

• Take ownership of and oversee SPUN’s essential administrative and back-office systems.

• Manage software licenses, accounts, and system access throughout the employee lifecycle.

• Oversee vendors, procurement, contracts, and renewals.

• Assist with expense processes, invoicing, and tracking operational budgets.

• Organize logistics for retreats and organization-wide events.

• Automate routine tasks, including utilizing AI where applicable.

• Handle offer letters, contracts, onboarding, offboarding, and personnel records.

• Administer payroll inputs, benefits, and leave across PEO and employer-of-record providers.

• Update the employee handbook and people policies regularly.

• Manage recruitment logistics and contractor and consultant agreements.

• Implement human resource processes such as onboarding programs and performance cycles.

• Oversee entity administration, registrations, filings, contracts, and compliance across operating countries.

• Collaborate with external counsel and assist in managing insurance and organizational policies.

• Monitor regulatory and employment requirements across different jurisdictions.

• Administer post-award grant management, including reporting calendars, deliverables, budgets, restricted funds, and funder compliance.

• Manage outgoing grants and subawards, including agreements, due diligence, payments, and documentation.

• Develop and implement travel and sustainability policies.

• Monitor greenhouse gas emissions and identify opportunities for reduction.

• Integrate sustainability considerations into procurement and vendor decisions.

• Uphold IT security practices, including access controls, device policies, password management, and backups.

• Train staff on security practices and assist with data protection obligations such as GDPR.

• Coordinate responses to security concerns with the data team and external providers.

⛳️ Requirements

• A minimum of 5 years of experience in operations, ideally covering several of the listed operational areas.

• Experience managing administration, employment, or compliance across multiple countries.

• Familiarity with PEO and employer-of-record platforms, such as Justworks or Deel.

• Proven ability to manage multiple tasks, track details, and follow through consistently.

• Capability to enhance and document operational processes using sound judgment.

• Basic knowledge of IT security and data protection principles.

• Competence in managing contracts and regulatory requirements, knowing when to involve legal or financial experts.

• Skill in handling sensitive personal, financial, and legal information with discretion and integrity.

• Strong, responsive, and approachable communication skills across different time zones and disciplines.

• A commitment to supporting SPUN’s environmental NGO mission.

• Preferred: experience in a nonprofit, NGO, research, or impact-driven organization.

• Preferred: experience in grants administration, including funder reporting and subaward management.

• Preferred: knowledge of US and European regulations, especially in the Netherlands.

• Preferred: experience with workplace systems and IT administration for remote teams.

• Preferred: familiarity with GDPR and other data protection frameworks.

• Preferred: understanding of bookkeeping, budgeting, or finance operations.

• Preferred: knowledge of organizational emissions tracking or sustainability programs.

🏝️ Benefits

• Comprehensive health coverage.

• Generous paid time off (PTO).

• Benefits customized to comply with local laws.

• Support for health, well-being, professional growth, and work-life balance.

• An inclusive and supportive work environment.