The American Swiss Foundation (“the ASF”) is the leading private organization dedicated to strengthening the historic friendship between the United States and Switzerland. We are seeking a highly motivated, organized, and detail-oriented individual to join our team as an Operations Coordinator .

In this role, you will be managed by and work closely with the Executive Director (ED). Your work will support the internal administration of the Foundation, ensuring the Foundation memorializes its institutional practices and operates with efficiency. You will also engage with external partners, consultants, vendors, and the 1,500 alumni of the Foundation and the broader ASF community through supporting the ASF’s events both in the United States and in Switzerland.

·      Donor Acknowledgment : monitor all donations and grants received; timely issue receipts and acknowledgment letters

·      Vendor Relations : maintain an approved vendor list; ensure timely payment of invoices; maintain an organized system for tracking payment schedules, saving contracts and W-9s, filing receipts, and marking paid invoices

·      Accounting and Finance : maintain a record of receipts of all purchases and payment authorizations; review weekly donor contributions report; maintain lists of different categories of contributions (i.e. restricted vs. unrestricted, in-kind, etc.); update the Internal Accounting Controls Manual alongside CBIZ (external accountants)

·      Corporate Membership : maintain updated list of corporate members as directed by the ED; process annual membership renewals; track dues payments and issue receipts; review corporate membership model

·      Audit and Tax Support : provide support with annual external CPA-led audit alongside CBIZ; assist with preparation of 990 tax-filing; assist with compliance reporting

·      Insurance : review the Foundation’s insurance policies annually; ensure all policies are active

·      Compliance : review the recommendations set forth in the annual management letter from Condon O’Meara McGinty & Donnelly LLP (external CPA auditor); ensure compliance with the auditor’s recommendations; manage the production of a Gift Acceptance Policy and Expenditure Policy drafted by Sullivan & Cromwell LLP (external law firm; conduct annual review of ASF’s internal and corporate governance policies

·      Finance and Audit Committee : prepare meeting materials to be distributed by the ED; coordinate the production of financial reports from CBIZ; schedule committee meetings; coordinate production of any requested documents as directed by ED; take meeting minutes to be distributed by the ED

·      Annual Board Meetings : assist with preparation and production of meeting materials for two annual board meetings; coordinate printing and production of meeting materials; coordinate A/V support; attend and take notes for the ED

·      Swiss Advisory Council (SAC) Annual Meeting : assist with preparation and production of meeting materials for the SAC’s annual meeting; coordinate production of any requested documents as directed by the ED; take meeting minutes to be reviewed by the ED and the Chair of the SAC

·      SAC Executive Committee Meetings : prepare meeting materials to be distributed by the ED; schedule two annual meetings; take notes for the Chair of the SAC

·      Annual Gala : assist the ED with table solicitation; invoice and issue related receipts for table and seat purchases; maintain an organized system for tracking donations solicited and received, issuing receipts, and marking paid invoices; assist with registration and check-in process; manage vendor contracts, W-9s, and invoices

·      Young Leaders Conference : assist the ED with soliciting annual Young Leader nominations; prepare materials for the SAC’s selection committee; provide pre-conference logistical support; book flights for U.S. Young Leaders and distribute flight tickets; maintain accurate records of flight purchases; manage vendor contracts, W-9s, and invoices

·      Other Events and Programs : manage vendor contracts, W-9s, and invoices; coordinate A/V support as needed; make arrangements to print and distribute program materials and invitations; track attendance; assist with registration and check-in process at events; attend events in the U.S. and Switzerland as required by the ED; handle other assigned duties as needed

·      Bachelor’s degree required; business or accounting degree preferred.

·      2-5 years of experience in operations/logistics or nonprofit administration.

·      Excellent attention to detail and organizational skills, expertise in logistics, strong multitasking abilities, effective communication skills, and high level of professionalism.

·      Proficiency in Microsoft 365, including Microsoft Excel, required. Blackbaud experienced preferred.

·      Must be comfortable working independently, managing multiple tasks and deadlines with ease, and holding oneself accountable for producing deliverables.

·      Authorization to work in the U.S. is required.

The ASF is pleased to offer a competitive employee benefits package which includes:

·      Healthcare Reimbursement Account (HRA) through ADP

·      Dependent Care and Healthcare Flexible Spending Accounts (FSA) through HealthEquity

·      401(k) Retirement Plan (employees are eligible to contribute after completing one year of service)

·      Work with a small, dedicated team to strengthen Swiss-American relations and engage with a vibrant alumni network.

·      Gain hands-on experience in communications, event management, and international relations.

·      Be part of a respected organization with a rich legacy of fostering cultural diplomacy.