Associate, Operations

Smile Train

Operations Associate overseeing office administration for Smile Train, handling logistics and supporting the HR team. Engaging in office management and event coordination in a hybrid work model.

Posted 6/14/2026full-timeNew York City • New York • 🇺🇸 United StatesJuniorMid-Level💰 $50,000 - $53,000 per yearWebsite

About the role

Key responsibilities & impact

Manage office operations including supply management, facilities coordination, vendor relationships, shipping and receiving, and document and file management
Act as the first point of contact for staff and external visitors, managing office access, greeting visitors, coordinating logistics, and arranging meeting rooms
Maintain a polished and welcoming front-office presence while handling inquiries and sensitive information with discretion
Work closely with Vice President, Human Resources to onboard and offboard staff and to plan and execute staff events in the NYC area
Assist the Human Resources Department in the coordination of training schedules
Assist with select travel and visa arrangements
Assist with general administrative workflows and special projects
Provide executive assistant coverage for senior leaders when needed, including calendar support, meeting notes and action items, and communication follow-through
Act as the representative of the organization with building management, liaising regarding events and issues and participating in governance and meetings as they arise
Coordinate and assist with office repair and renovation needs ranging from vendor selection and negotiation to project oversight and completion
Manage expense processing and invoicing

Requirements

What you’ll need

Bachelor’s Degree (Bachelor’s Degree or equivalent professional experience)
A minimum of 4 years of office administration, operations, or reception experience
Organization, problem-solving skills, and attention to detail are critical
Ability to work independently and be a self-starter
Must be able to produce clear, structured written communication
Ability to manage multiple projects
Outstanding communication skills
Ability to work comfortably on PCs, especially with Microsoft Office Suite
Ability to work under pressure with significant time constraints and high workload volume at peak times
Interpersonal & Relationship Skills – Warm professionalism, Approachability, Emotional intelligence, Cultural sensitivity, Ability to engage respectfully across levels

Benefits

Comp & perks

Meaningful Work – Be part of work that creates meaningful, lasting impact — changing the world one smile at a time.
We’ve Got You 100% Covered – Prioritize the health of you and your family with top-tier, comprehensive health, pharmacy, dental, and vision coverage.
Plan for Your Future – Build toward your long-term goals with our 401(k) retirement plan and generous employer match to help invest in your future.
Rest and Recharge – Enjoy a generous PTO package, paid holidays, and sick time so you can rest, recharge, and return feeling your best.
Family Matters – We support employees through life’s most important moments with paid parental leave and family care benefits, giving you time and flexibility for the people who matter most.
Mind Your Mental – Free access to professional mental health counseling to keep you grounded.
Learn and Grow – Take advantage of an annual professional development stipend and opportunities to expand your skills and continue learning.
Work Your Way – Balance collaboration and flexibility with our hybrid work model, based out of our conveniently located Midtown Manhattan office.
Travel the World – See our impact firsthand while partnering with global colleagues and programs through opportunities for domestic and international travel.

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

office administrationoperations managementdocument managementcalendar managementexpense processinginvoicingvendor managementproject oversightsupply managementtraining coordination

Soft Skills

organizationproblem-solvingattention to detailindependencewritten communicationproject managementcommunicationinterpersonal skillsemotional intelligencecultural sensitivity

Certifications

Bachelor's Degree