Senior Operations Officer (Executive Support, Project Coordination & Systems Int

Avaaz · United States · $94k – $104k · posted today ago

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About this role

Avaaz is seeking an exceptionally organised, proactive, and tech-savvy Senior Operations Officer to serve as a key operational partner to our Chief Operating Officer (COO). The COO oversees Finance, People & Culture, Compliance, and Operations Support across our US and UK entities, and serves as Secretary of the Board. This is a hands-on executive support role that combines day-to-day coordination with complex project coordination and operational improvement. You'll see both the big picture and the details: you'll anticipate what needs to happen next, connect the dots across teams, and make sure commitments turn into action. You'll also help us work smarter, using tools like Asana, Notion, and AI to connect our meetings, decisions, projects, and knowledge into integrated workflows. This position reports to an Operations Director and works closely with the COO.

Responsibilities

Executive partnership

Serve as a trusted operational partner to the COO, anticipating needs, managing competing priorities, protecting her time and attention, and recommending practical next steps.
Manage the COO's calendar, inbox, travel, expenses, and daily workflows with excellent judgment and discretion.
Prepare concise, accurate briefings, decision summaries, and executive and board materials.
Handle sensitive HR, legal, financial, and board information with discretion, and raise compliance risks promptly with the appropriate colleagues.

Project coordination and operating rhythm

Coordinate the COO's operating rhythm, including leadership meetings, Operations team check-ins, planning cycles, and board preparation. Ensure each meeting has a clear agenda, notes, decisions, and assigned actions.
Track complex, interconnected conversations and workstreams, maintaining context on decisions, commitments, dependencies, and follow-ups. Proactively identify what's stuck, what needs to happen next, and what requires leadership attention.
Coordinate complex, cross-functional initiatives across Finance, People & Culture, Compliance, and Operations Support, proactively following up with stakeholders, resolving routine bottlenecks, and keeping work moving. Independently manage defined projects from planning through delivery.

AI-enabled systems and process improvement

Help design, implement, and maintain integrated workflows using Asana, Notion, Slack, and AI, connecting meetings, decisions, project tracking, and follow-up to improve visibility, reduce duplication, and ensure commitments don't fall through the cracks.
Use AI and automation thoughtfully to reduce manual work, while maintaining safeguards for confidentiality, accuracy, and human judgment.
Help colleagues adopt agreed systems and build consistent ways of working.

Skills and Competencies

You should apply if you believe you have the skills and experience to succeed in this role, even if you don't meet every requirement below.

Relevant experience. You have 5+ years in executive support, operations, or project coordination, ideally supporting senior leaders in a complex, fast-moving environment.
Exceptional organization and follow-through. You keep track of multiple priorities and commitments without losing the details, and you reliably turn discussions into action.
Curiosity and initiative. You enjoy solving problems, questioning inefficient processes, experimenting with better approaches, and taking ownership without waiting to be asked.
Excellent judgment and adaptability. You quickly make sense of complex or ambiguous situations, anticipate needs, identify what matters most, and know when to act independently or escalate.
Project delivery. You can manage defined projects, coordinate stakeholders without relying on formal authority, and keep work moving as priorities shift.
AI and systems fluency. You already use AI in your daily work. You're confident with Google Workspace, Slack, Asana, and Notion, and you enjoy helping others get the most out of them.
Clear communication and synthesis. You can follow complex discussions and produce concise notes, briefings, and updates that help others act.
Discretion and a hands-on mindset. You handle sensitive information responsibly, take pride in helping others succeed behind the scenes, and are equally comfortable with detailed administration and higher-level coordination.
Commitment to our mission. You care about global justice, citizen empowerment, and social change.
Excellent English. Strong written and spoken English is required.

Location, compensation and benefits

Location. Avaaz is a remote organization, with most of our work done over email, Google Docs, Slack, and Zoom. This role works on US Eastern Time, and candidates based in the Virginia / Washington, DC area are preferred.
Salary. We set salaries by experience and local cost of living, in line with leading international NGOs.