Operations Associate, Advocacy & Partnerships

Vera Institute of Justice•New York, NY

10d•Hybrid

About The Position

The Advocacy & Partnerships (A&P) department at Vera serves as a central hub for initiatives and projects aimed at achieving transformative criminal legal and immigration policy change by collaborating with others in the movement ecosystem. The department comprises experts in criminal legal and immigration reform, campaign leadership, political navigation, movement strategy, and data/evidence for policy change. A&P is responsible for coordinating the vision, strategy, and institutional development of Vera's advocacy efforts, fostering strong relationships and alignment with external organizations to achieve policy change. Their core functions include shaping state and local policy, leading federal policy advocacy with the Administration and Congress, and developing rapid response advocacy messaging. The team also collaborates closely with Vera Action, Vera’s 501(c)(4) entity, to support strategic priorities through lobbying and political outreach. The Operations Associate will support the day-to-day functions of the A&P Department, provide executive support to the Chief Advocacy Officer (CAO), and offer administrative support to Vera Action. This role involves managing calendars, maintaining file systems, coordinating meetings and events, making travel arrangements, managing stakeholder relations, and assisting with department priorities. The ideal candidate is a strong communicator, organized, proficient in time management, and capable of working independently and proactively.

Requirements

Bachelor's degree and up to 3 years of relevant experience. In lieu of a bachelor's degree, applicable work or life experience may be considered.
Experience as an assistant with administrative, project, and logistical support proficiency.
Experience prioritizing multiple time-sensitive projects.
Established experience in executing operations with confidentiality and personal responsibility.
Exceptional communication and organizational skills.
Proven ability to adapt and respond; overcome challenges and lead with solutions.
Knowledge of administrative filing systems and project administration techniques.
Demonstrated accuracy and efficiency in document preparation including creating and editing charts, tables, graphs, and presentations.
Ability to work both independently and collaboratively.
Ability to work effectively with a diverse array of people and positions, including advocates, funders, government officials, criminal legal system personnel, practitioners, and people who are directly impacted by the criminal system.
Commitment to transformational change and belief that Vera’s advocacy work must be rooted in anti-racism and aligned with the priorities of people and communities most impacted by the criminal and immigration legal systems.

Nice To Haves

Experience within the advocacy space.
Experience working on campaigns and/or electoral operations settings, understanding the rapid and vital needs of up-to-the-minute responses.

Responsibilities

Provide ongoing support to the Chief Advocacy Officer, including calendar management and scheduling.
Serve as an administrative contact and liaison with external contacts for scheduling meetings, events, or interviews.
Support document preparation, note-taking, and other clerical tasks.
Process expenses, produce and edit PowerPoint presentations, and other documents.
Provide daily updates on scheduling and administrative tasks.
Schedule and arrange all meetings and activities for the CAO, A&P, and Vera Action, including logistics for in-person and remote meetings.
Plan and manage all aspects of the Advocacy Department’s monthly team meetings in partnership with the Associate Director of Operations.
Review weekly meeting agendas and prepare necessary briefing materials.
Manage conflicting scheduling issues and unexpected changes with attention to detail.
Handle all communications around scheduling with professionalism.
Coordinate scheduling, logistics, and preparation for senior staff in A&P and Vera Action to attend external events.
Document notes and action items from key team meetings.
Schedule and arrange meetings for senior team members, and support team members in travel logistics.
Handle travel arrangements and reimbursement documentation for the CAO and senior team members.
Provide coverage and support for various Advocacy Team functions, such as reception desk and special events.
Facilitate procurement processes, including correspondence with Vera’s Legal Department and external vendors/partners.
Process invoices, track expenses, and reconcile monthly expense reports.
Track all non-staff expenses and invoices for all engagements and prepare summary reports.
Support project management infrastructure for the Advocacy Team and Vera Action, including project development, documentation, execution, and closeout.
Work closely with project leads to ensure projects meet objectives within budget and timelines.
Support the Advocacy Team in working with internal and external partners, tracking deliverables, conducting evaluations, and collaborating on program goals.
Contribute to the Advocacy & Partnerships’ Race, Equity, and Inclusion (REI) working group through thought partnership, coordination, research, and support for departmental learning strategies.