US Operations Associate (part-time)

NESsT is seeking a detail-oriented, proactive, and organized Operations Associate to support the day-to-day administrative, HR, legal, and operational needs of our U.S. operations. This is a part-time, remote position (25 hours per week), open to candidates located in Wisconsin, Pennsylvania, Texas, Virginia, or Florida. This employee may also assist with some global tasks when needed. This includes coordinating tasks with the local operations team or the Director of Global Operations, or whoever is performing that role. This role is essential to ensuring the smooth operation of our U.S.-based functions, coordinating travel and events, supporting HR systems, maintaining compliance with legal obligations (including filings, insurance, registration and labor taxes), and assisting the CEO and board. The ideal candidate thrives in a dynamic, mission-driven environment and is eager to contribute to a growing international nonprofit.

Key Responsibilities

• Provide administrative support to the CEO as needed.
• Coordinate and send documents to NESsT country offices and board members.
• Organize and maintain communication with the Board of Directors and distribute key documentation.
• Respond to general inquiries about NESsT.
• Perform other administrative tasks as needed.

Human Resources

• Manage NESsT’s HRIS (BambooHR and GUSTO) and coordinate with the IT team to ensure accuracy across platforms.
• Support all aspects of recruitment including job postings, phone screenings, and interview scheduling.
• Coordinate onboarding and offboarding processes, including training plans and documentation.
• Update HR records and manage contract execution and renewals.
• Administer benefits for U.S. staff, including enrollment, billing, and communication with providers.
• Support staff with immigration or employment-related compliance questions.
• Organize U.S. team meetings and events.
• Keep the U.S. section of the global HR manual up to date.

Technology & Equipment

• Support U.S. staff with ordering laptops and office equipment; maintain asset inventory.
• Coordinate IT support and software installations as needed.
• Oversee corrective maintenance for IT equipment and coordinate with external IT providers.

Legal & Compliance

• Maintain NESsT’s U.S. legal entities in good standing across Wisconsin, Pennsylvania, Texas, Virginia, Florida, Delaware, and Maryland.
• Track and ensure timely submission of state filings, registration renewals, labor tax filings, and annual fees.
• Maintain and manage the corporate compliance calendar.
• Liaise with the accountant and Controller to process registration fee and tax payments on time.
• Manage vendor accounts and ensure timely payment of invoices (insurance, software, worker comp, etc.).
• Serve as liaison to pro bono legal providers and identify new legal partnerships.
• Support contract creation and management for consultants and vendors.
• Maintain accurate legal records and compliance documentation.

Events, Meetings, and Travel

• Coordinate logistics for meetings, workshops, retreats, and conferences.
• Make travel arrangements for staff and guests.
• Prepare travel-related documentation including per diem forms and expense reports.

Systems & Data

• Enter and maintain data in Salesforce and internal systems (SharePoint, BambooHR).
• Assist global operations with ongoing system improvements.
• Develop and maintain a U.S. operations procedures manual.

Qualifications

• Bachelor’s degree and a minimum of 3 years of experience in operations, administration, or HR.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet tight deadlines.
• Familiarity with U.S. employment laws and nonprofit compliance requirements.
• Highly organized with strong attention to detail.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Experience with Salesforce, BambooHR, and Gusto preferred.
• Experience in nonprofits or international organizations is a plus.
• Willingness to learn and adapt to new systems.

Location: Remote (Preferably based in Wisconsin, Pennsylvania, Texas, Virginia, or Florida) Hours: 25 hours/week Reports to: Director of People, Systems, and Compliance Compensation: Commensurate with experience and NESsT’s part-time compensation structure Start Date: August 2025 To apply: Please, upload the following materials: A thoughtful cover letter in English explaining why you're the right fit for this role Your resume Deadline for applications: August 10 NESsT is proud to be an equal opportunity employer committed to identifying and developing the skills and leadership of people from diverse backgrounds. Apply tot his job Apply To this Job