Sr. Program Associate, Operations and Executive Support

SUMMARY

The Sr. Program Associate, Operations and Executive Support will serve as a trusted partner to the Chief Policy Officer and Policy Center Leadership Team, providing comprehensive administrative, operational, and project support. Reporting to the Lead Impact Officer, this role helps ensure the efficient and effective functioning of the Policy Center through executive support, financial management, meeting and event support, communications, and document preparation. The Sr. Program Associate will build strong relationships across ZERO TO THREE and with external partners and stakeholders, delivering exceptional customer service while fostering collaboration and supporting the successful execution of departmental priorities and initiatives. The position also leverages technology and AI-enabled tools to improve processes, streamline workflows, and enhance organizational effectiveness. The Sr. Program Associate will handle sensitive organizational and personnel information and must demonstrate a high degree of integrity, discretion, and sound judgment in maintaining confidentiality. This is a remote position requiring the Sr. Program Associate to reside within the Washington, DC Metro area.

ESSENTIAL RESPONSIBILITIES

Executive and Administrative Support

• Provide administrative and operational support to the Chief Policy Officer and other senior leaders, including calendar and project management, meeting coordination, travel arrangements, and electronic and physical correspondence, including mailing and shipping responsibilities, as needed.
• Proactively manages the Chief Policy Officer’s calendar and coordinates internal and external meetings to ensure effective prioritization of time and capacity, confirm meeting materials and logistics, and support the CPO’s preparation for meetings and events.
• Prepare briefing materials, reports, agendas, presentations, meeting notes, and follow-up communications as needed.
• Maintain organized electronic filing systems and ensure efficient document retrieval and record management.
• Coordinate Policy Center leadership meetings and support preparation of materials for Policy Center leadership team discussions, Policy Center Work Group board meetings, and similar activities.
• Maintain the division-wide calendar by documenting staff participation in external meetings, events, conferences, speaking engagements, and scheduled time off, and by ensuring this information is clearly organized, up to date, and communicated across the division.
• Coordinates with the Executive Director’s Executive Assistant to ensure streamlined communication for meetings, reports, Board of Directors Meetings, and other executive matters.
• Serve as a liaison with internal staff, external partners, vendors, consultants, and stakeholders.

Financial and Operational Administration

• Prepare, track, and process invoices, contracts, expense reports, reimbursement requests, purchase orders, and other financial documentation.
• Coordinate with finance staff to ensure timely processing, approval, and reconciliation of expenditures.
• Monitor budgets, expenditures, and project-related financial information and assist with financial reporting.
• Support grant administration activities, including collection of supporting documentation and reporting materials.
• Maintain accurate records and documentation in accordance with organizational policies and procedures.
• Maintain records, supplies, and materials in ZERO TO THREE office and off-site storage facility.

Meeting and Event Support

• Coordinate planning and execution of virtual, hybrid, and in-person meetings and events.
• Manage event logistics including registration, travel arrangements, meeting materials, vendor coordination, catering, audiovisual support, and on-site operations.
• Provide on-site event support, troubleshooting issues, and ensure a positive experience for participants, speakers, and partners.
• Assist with post-event evaluations and reporting to identify opportunities for continuous improvement.

Reporting, Presentations, and Communications

• Develop high-quality reports, dashboards, presentations, and briefing materials for executive leadership and external audiences.
• Collect, organize, and analyze information from multiple sources to support decision-making and strategic planning.
• Format and edit documents to ensure clarity, consistency, and professional presentation.
• Support the creation and maintenance of operational reports, project trackers, and performance metrics.
• Assist in preparing presentations for leadership meetings, board meetings, conferences, and partner engagements.

Customer Service and Stakeholder Support

• Deliver exceptional customer service to ZTT staff, partners, consultants, vendors, and event participants.
• Respond promptly and professionally to inquiries and requests.
• Build and maintain positive working relationships across departments and with external stakeholders.
• Demonstrate professionalism, discretion, and confidentiality when handling sensitive information.

AI and Technology Innovation

• Leverage AI tools to improve administrative efficiency, reporting, scheduling, meeting preparation, and document management.
• Support staff in identifying opportunities to use AI and automation to streamline workflows and reduce administrative burden.
• Develop and maintain effective prompts, templates, and processes that support organizational productivity.
• Stay current on emerging AI technologies and recommend practical applications that enhance team effectiveness and operational excellence.
• Partner with leadership to implement technology solutions that improve collaboration, knowledge sharing, and decision-making.
• Performs other duties as assigned for the purpose of ensuring the efficient and effective functioning of the Policy Center division.

ESSENTIAL SKILLS & EXPERIENCE

• Six years of relevant experience.
• Highly organized, proactive, and persistent in anticipating needs, identifying and resolving bottlenecks, and collaborating with others to develop practical solutions.
• Exceptional knowledge management skills and strong attention to detail.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated ability to manage multiple priorities and deadlines simultaneously.
• Experience supporting senior executives or organizational leadership.
• Experience processing financial documents, invoices, contracts, budgets, and expense reports.
• Strong event planning and logistical coordination experience, including on-site event support.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Experience with project management platforms such as Asana, Microsoft Project, or similar systems.
• Experience with financial management software and reporting tools.
• Knowledge of CRM systems such as Salesforce.
• Experience implementing workflow automation, AI-enabled productivity tools, or knowledge management system such as Microsoft Copilot, Power Automate, etc.
• Experience developing executive-level presentations, reports, and dashboards.
• Strong customer service orientation and ability to work effectively with diverse stakeholders.
• Demonstrated problem-solving skills and sound judgment.
• Experience using AI tools and digital technologies to improve productivity and operational effectiveness.
• Ability to maintain confidentiality, handle sensitive information with discretion, and exercise excellent judgement.

EDUCATION

Bachelor's degree in Business Administration, Public Administration, Communications, Operations Management, or a related field, or equivalent combination of education and experience.

PHYSICAL REQUIREMENTS

While performing the responsibilities of the job, the employee is frequently required to use finger dexterity and sufficient hand dexterity to use a computer keyboard and be capable of reading a computer screen. Also, they may need to remain seated for extended periods, can perform repetitive motions, and reach for objects. An employee is frequently required to hold a writing instrument, communicate verbally, and hear well enough to detect nuances and receive detailed information. They may be required to grasp objects, push, and pull objects, bend, stand, walk, squat, or kneel. Vision abilities required by this job include close vision for data preparation or analysis, and expansive reading. May need to lift up to 30 pounds.

ESSENTIAL QUALITIES

• Encourages and practices critical thinking
• Is self-reflective and empathic
• Recognizes the influence of workplace relationships on outcomes and results
• Maintains a respectful and accepting approach to others
• Awareness of the influence of the larger context on individual behavior
• Collaboratively and creatively supports the work efforts of colleagues at all levels and in all areas of the organization

WORKING CONDITIONS

The work conditions described here are representative of those an employee encounters while performing this job. Depending on work location, the incumbent will typically work indoors in a heated and air-conditioned office, with a mixture of natural, incandescent, and fluorescent light with low to moderate noise levels or be subject to working conditions conducive to a home environment. When travel is expected, the incumbent will be exposed to outside environmental conditions during those times.