The Operations and Strategy Coordinator works to support and systematize the Asia Society Policy Institute’s operations and strategic external engagement. This role also provides events coordinating support and drafts documents on all-of-ASPI initiatives and efforts for internal and external use.
• Assist in the development of, and maintain and implement the systems and procedures to ensure timely and efficient administrative workflow in areas including contact management, billing, stewardship, gift processing, procurement, and partnership tracking. With this, the Operations and Strategy Coordinator will engage in the following:
o Maintain the NYC office of the Institute’s contact database and mailing lists
o Build and maintain knowledge of ASPI’s partners and overall network; Assist the
Executive Director and senior staff in the stewardship of these partnerships o Process and track invoices, reimbursements, and money owed; Assist the
Executive Director in reconciling expenditures
o Maintain electronic and/or hard-copy files related to institutional history and
development; Maintain templates of strategic or institutional documents
o Maintain calendars of (A) upcoming ASPI events and communications; and (B)
internal deadlines for deliverables related to institutional items such as (1) board, ASPI council, and quarterly strategy meetings, (2) budget development, (3) fiscal year closing
Coordinate private and public events and meetings, including but not limited to corresponding with participants, booking facilities and speaker arrangements, securing catering, building targeted invitation lists, drafting and distributing invitations, collecting/tracking RSVPs, and sending attendee confirmation emails.
Provide strategy support to ASPI: draft outlines, bullet points, and documents focused on institutional and strategic development for board and council meetings; draft consultant, partnership, and pledge agreements.
Draft and design the ASPI monthly e-newsletter.
Provide operational support to the Executive Director and department, including
coordinating and preparing for internal and external meetings, creating agendas,
processing and tracking expenses and grants, and maintaining supplies and subscriptions.
Liaise with ASPI’s DC office and other ASPI senior staff on programs, activities, and
Serve as a first point of contact for internal and external requests; Review, respond to, or
reassign email sent to the ASPI general inbox, as well as incoming phone calls/messages. • Other duties as assigned.
Persuades others; builds consensus through give and take; gains cooperation from others to obtain information and accomplish goals
Develops networks and builds alliances; collaborates across boundaries to build strategic relationships and achieve common goals.
Professional and Results-Oriented:
Seeks to consistently produce results that achieve goals and objectives
Conscientious and efficient in meeting commitments and observing deadlines
Able to work independently with minimum supervision
Good judgment, tact and discretion
Ability to translate ideas into action
Collaboration and Teamwork:
Excellent skills in communicating with people from different cultures, backgrounds, and across time zones
Works with others towards common purposes to achieve shared goals by developing and maintaining responsive, cooperative and mutually beneficial internal and external relationships
Acts as a global facilitator to have conversations, exchange ideas and build understanding Innovation:
Identifies new and creative ways to solve problems and improve processes to add value to the organization and constituencies (could be through technology or introducing new ways of thinking)
Professional competencies in the related field of work
Recognizes trends in theory and practice of one’s own technical area and
effectively prepares for anticipated changes
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