Operations Associate Girls First Fund USA

Introduction: The Role of Operations in Philanthropic Grantmaking

In the philanthropic sector, the mission-driven program work is powered by a robust operational backbone. Effective operations ensure that resources flow efficiently, systems function seamlessly, and teams are supported to do their best work. An operations role within a grantmaking organization is not merely an administrative function; it is a critical enabler of social impact. By building and maintaining the infrastructure of the organization, operations professionals directly contribute to the ability of grassroots partners to create meaningful change in their communities.

The Girls First Fund is seeking a meticulous and proactive Operations Associate to join our team. This role is central to our mission, providing the essential support that allows us to resource and empower our grantee partners effectively. If you are a professional who finds fulfillment in creating order, improving processes, and enabling others to succeed, this position offers a unique opportunity to contribute to a world where all girls are safe, educated, and empowered.

A Detailed Overview of the Operations Associate Role

The Operations Associate at Girls First Fund is a linchpin role, connecting various functions within the organization to ensure smooth and efficient operations. This position is less about a single task and more about being a versatile support system for the entire team and our grantmaking processes. You will be the go-to person for implementing systems, managing administrative tasks, and ensuring that our internal policies facilitate, rather than hinder, our work to fund grassroots organizations.

Your primary responsibilities will be organized across several key areas:

• Grantmaking Operations and Systems Support:

  • Play a key role in the implementation and maintenance of systems that manage the grant lifecycle, from application to final report.

  • Support the team in utilizing our grants management software, ensuring data integrity and ease of use for all staff.

  • Assist in the preparation and processing of grant agreements and payments, adhering to organizational policies and legal requirements.

• Team Administration and Coordination:

  • Provide comprehensive administrative support to the team, which may include scheduling, managing correspondence, and preparing for team meetings and retreats.

  • Serve as a primary point of contact for internal operational inquiries, helping to resolve issues and connect staff with the resources they need.

  • Manage logistical coordination for virtual and potentially in-person events, workshops, and learning sessions for staff and grantees.

• Policy and Process Implementation:

  • Work closely with the Operations Manager or Director to help implement new operational policies and procedures.

  • Assist in documenting processes and creating resources to ensure all team members can easily understand and follow organizational systems.

  • Support efforts to streamline workflows, identifying opportunities for increased efficiency and effectiveness.

• Financial and Administrative Backstopping:

  • Assist with basic financial processing, such as tracking expenses, preparing reimbursement reports, and coordinating with finance consultants or partners.

  • Manage relationships with vendors and service providers, ensuring contracts are up-to-date and services are delivered as agreed.

Who Are We Looking For? The Ideal Candidate Profile

We are looking for a candidate who is both detail-oriented and a clear communicator, with a genuine passion for supporting the work of social change from an operational perspective.

Required Qualifications & Skills:

• Administrative Expertise: At least 2-3 years of professional experience in an operations, administrative, or similar support role. A proven ability to manage multiple tasks efficiently and meet deadlines is crucial.

• Systems and Process Orientation: Experience with, or a strong aptitude for, learning and managing operational systems. This could include grants management software (e.g., Fluxx, Submittable), CRM platforms, or other database systems.

• Exceptional Organizational Skills: A demonstrated capacity to organize workflows, manage details, and maintain accuracy in a dynamic work environment.

• Communication and Interpersonal Skills: Excellent verbal and written communication skills in English. The ability to work collaboratively with a diverse, often remote, team is essential.

• Proactive Problem-Solving: A self-starter mentality with the ability to anticipate needs, identify challenges, and propose practical solutions.

What Will Make You Stand Out?

• Previous experience in a philanthropic, non-profit, or social impact environment.

• Familiarity with the principles of trust-based philanthropy and a commitment to centering the voices of girls and their communities.

• Experience in supporting financial processes or budget tracking.

• Proficiency in additional languages, particularly those relevant to the regions where the Girls First Fund operates.

• A demonstrated passion for gender equality and youth empowerment.

Why Join the Girls First Fund Team?

Choosing a career with the Girls First Fund means joining a collaborative and mission-driven community dedicated to a transformative vision.

1. Mission-Driven Impact from an Operational Lens
Your work will directly enable the flow of resources to community-led organizations that are working to end child marriage and advance the rights of girls. You will see how strong operations are a critical component of equitable grantmaking.

2. Professional Growth in Philanthropy
This role offers a unique entry point into the philanthropic sector. You will gain a comprehensive understanding of how a grantmaking foundation operates from the inside, providing a solid foundation for a career in non-profit management or philanthropy.

3. A Supportive and Collaborative Culture
We are committed to creating a work environment that is respectful, inclusive, and supportive. We value the well-being of our team members and foster a culture where everyone can contribute their best work.

4. Commitment to Learning and Development
We invest in our team’s growth. You will have access to opportunities for professional development, including training on new systems, participation in sector conferences, and mentorship from experienced colleagues.

5. Competitive Compensation and Benefits
As a responsible employer, the Girls First Fund offers a competitive salary and a comprehensive benefits package designed to support the whole person, including:

• Health and wellness benefits

• Generous paid time off and holidays

• Retirement savings plan

• Professional development stipend

• Flexible work arrangements

Navigating the Application Process

We have designed a hiring process that we hope will be respectful, transparent, and insightful for both parties.

Step 1: Prepare Your Application
Please prepare a current resume and a tailored cover letter. Your cover letter is a critical component of your application. We are particularly interested in understanding:

• Why you are drawn to the mission of the Girls First Fund.

• How your experience in operations and administration has prepared you for this specific role.

• An example of a time you implemented a system or improved a process to make a team more effective.

Step 2: Submit Your Application
Applications must be submitted by the deadline of December 1, 2025. Please send your resume and cover letter to the email address or through the application portal specified in the official job posting on the Girls First Fund website.

Step 3: Initial Screening Interview
Selected candidates will be invited for an initial video call with a member of our hiring team. This conversation will focus on your experience, your understanding of the role, and your alignment with our mission and values.

Step 4: Interview and Practical Assessment
The next stage will involve interviews with other members of the operations team and potential colleagues. This may include a brief, practical assessment related to the kinds of tasks the Operations Associate would manage.

Step 5: Reference Checks and Offer
For the final candidate, we will conduct reference checks. A formal job offer will follow, outlining the terms of employment, start date, and onboarding process.