Job Description

We are looking for an Operations Associate who will play a key role in supporting the Managing Director in executing essential operational functions. This role will focus on legal and finance operations, HR administration, and overall agency efficiency. The role requires a strict attention to detail, an ability to drive projects forward independently, and an understanding of what goes on behind the scenes to ensure client events run smoothly. The ideal candidate is detail-oriented, proactive, and has experience with operational functions in the event production or hospitality industries.

Responsibilities include, but not limited to: 

Legal & Finance Operations

• Assist in drafting, reviewing, and executing agency contracts, ensuring accuracy in legal, administrative, and deliverables perspectives.
• Coordinate with external legal counsel for contract reviews and general legal matters.
• Support bookkeepers with accounts payable (AP) and accounts receivable (AR) functions, ensuring timely invoicing, payments, and tracking of financial transactions and expense reports.
• Assist with procuring event-specific insurance coverage, ensuring that each client event is insured and that the team has collected/provided the necessary COIs for each event.
• Ensure compliance with industry regulations, such as permitting, and contractual obligations.

HR & Personnel Support

• Assist with recruitment, hiring, and onboarding processes for employees and contractors.
• Maintain and update employee records and HR documentation.
• Support performance review processes and assist in coordinating benefits administration.
• Help manage company policies in collaboration with HR Consultant, ensuring they are up-to-date and compliant with labor laws.
• Coordinate agency team building activities, strategic planning meetings, and retreats 

Operational & Administrative Support

• Collaborate with Office Captains to manage office operations, ensuring smooth day-to-day functionality.
• Assist in implementing operational improvements to enhance efficiency and productivity.
• Coordinate office and agency vendor relationships and maintain organized documentation of operational processes.
• Assist Managing Director with scheduling meetings, taking accurate meeting notes, and coordinating cross-departmental action items. 
• Assist Production team with administrative and onsite event duties as needed. 

Qualifications & Experience

• 2+ years of experience in operations, finance, legal administration, and/or HR-related roles, specifically in the event or hospitality industries, or in an agency setting. 
• Project management experience is a plus. 
• Strong organizational skills with high attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to be discrete and discerning with sensitive financial, legal, or HR-related matters
• Proficiency in tools like Asana, Google Workspace, Slack, Docusign, and Microsoft Excel required. 
• Solid work ethic and solutions-oriented: relishes challenges, handles pressure well and can think on their feet while coordinating with others to proactively meet deadlines.
• Thoughtful communicator: you receive and provide feedback graciously, you anticipate and proactively ask for what is needed.
• Ability to manage several projects at once, work independently, and prioritize next steps and deliverables. 
• Ability to maintain strong relationships with various stakeholders - employees, agency leadership, external vendors and consultants.
• Must live in the NY metro area: our team is required to be in the office three days per week. 
• Love of food and drink, and foundational knowledge of the event and restaurant community is a must.

This role is a hybrid position, based in the New York metro area. Our team is required to work from our office in Lower Manhattan three days per week.

About Care of Chan:

Care of Chan is a premiere event production agency, specializing in memorable food events and purpose-driven experiences that create meaningful and impactful connections. We've been called community organizers, connectors, ringleaders, restaurant mavens, social chairs, and party planners. We bring people together over ideas, in real life, and over food whenever possible. 

Employees of Care of Chan are offered competitive salaries, PTO and benefits packages, in addition to regular R&D trips to our favorite restaurants. We are in the hospitality business, after all! 

The base salary range for this role is $62,400.00 - $79,700.00. 

In accordance with NY law, the range provided is Care of Chan's reasonable estimate of the base compensation for this role. The actual amount may be higher or lower, based on non-discriminatory factors such as experience, knowledge, and skills.

Care of Chan is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, related medical conditions, breastfeeding or reproductive health decisions), gender identity or expression, national origin, age, marital status, ancestry, physical or mental disability, sexual orientation, personal appearance, genetic information, family responsibilities, matriculation, political affiliation, military or veteran status, or any other category protected under applicable U.S. law. If you need special accommodations to complete your application, please email hello(at)careofchan(dot)com.

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