Program Operations Assistant

ASA HEADQUARTERS 12647-00 Boulevard Ste 410 St. Louis, MO SZIAL Full Time

• Provide administrative support to leadership, including calendar management, correspondence, and special projects.
• Maintain and organize electronic files, templates, and records in SharePoint.
• Prepare materials, mail packages, and oversee office supplies and promotional inventory.
• Support general office organization and maintain website updates, including postings for careers, Requests for Proposals (RFPs), and news.

• Coordinate travel logistics and documentation, including authorizations, itineraries, and expense reporting.
• Track travel expenses, program activities, and event logistics.
• Support planning and execution of board meetings and organizational events.
• Attend meetings as requested to document meeting minutes.

• Process invoices, reimbursements, reconciliations, and vendor payments with proper coding and compliance review for submission to accounting software.
• Track contracts and ensure alignment with deliverables and internal and donor requirements.
• Assist with procurement processes (RFPs/quotes) and maintain compliance documentation.
• Support financial tracking activities, including accruals, reclassifications, and industry contributions.
• Ensure timely submission of accurate reports to funders and adherence to deadlines.
• Partner with the Director of Operations and accounting team to ensure financial and contractual
• Collaboration & Program Support compliance.

• Assist program staff with data collection, reporting, and document preparation.
• Maintain project trackers, compliance files, and action items.
• Participate in staff meetings, document notes, and coordinate follow-up actions.

• Associate's or bachelor's degree in business administration, international development, or a related field preferred
• 2-3 years of administrative, program support, or related experience (nonprofit or donor-funded environment a plus)
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines with limited supervision

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Ability to learn and effectively use project management tools and web-based platforms such as SharePoint and Zoho
• Strong data entry accuracy, particularly when working with financial and program data
• Solid document formatting and file management skills

• Strong written and verbal communication skills
• Ability to interact professionally with colleagues, partners, and stakeholders, including across cultures
• Sound judgment and discretion in handling sensitive or confidential information

• Well-developed organizational skills with the ability to track details across multiple projects
• Ability to prioritize work, meet deadlines, and adapt to changing needs with moderate guidance
• Proactive, adaptable, and resourceful in responding to changing priorities

• Strong numerical skills, including experience with expense reconciliation and voucher preparation

• Experience supporting program operations or compliance-related activities in a nonprofit or international setting

WISHH (The World Initiative for Soy in Human Health)