Position Title: Reporting & Operations Specialist
Position ID: 1027
Reports to: Chief Executive Officer (CEO)
Location: Hicksville, NY
FLSA Status: Non-Exempt
Posting Date: 05/14/2026
Type: Regular: Full Time
Closing Date: Until Filled
Salary: $55,000-$ 67,000
About the Organization:
At Al-Ayn, we are committed to ensuring that every orphaned child living in poverty has access to the tools and opportunities they need to overcome their difficult experiences. We believe that when a child fulfills their potential, their own future is transformed as well as the future of their families, their community, and society at large. To achieve that, we are led by our core values of transparency, dignity, and empowerment.
Job Summary:
The Reporting & Operations Specialist is a data-forward role responsible for developing executive-level reports, dashboards, KPI tracking tools, and data-driven insights to support the CEO and leadership decision-making. This role serves as a key partner to the CEO by transforming organizational data into clear, actionable insights while supporting operational coordination, project tracking, and executive follow-through across CEO-priority initiatives.
The position combines strong analytical capability with organizational and communication skills, making it ideal for someone who enjoys working with data, reporting, and executive visibility within a fast-paced environment. In addition, this role provides operational and executive-level support to the CEO, including meeting preparation, executive coordination, communication, and organizational follow-through. This is a high-impact individual contributor role and does not include management of staff or departments.
Key Responsibilities:
Executive Reporting & Analytics
- Extract, build, maintain, and improve executive-level reports, dashboards, KPI trackers, and operational reporting tools using Salesforce, Excel, and other internal systems
- Analyze trends, variances, and performance indicators across fundraising, programs, finance, operations, and organizational initiatives
- Translate complex data into clear, concise summaries, executive insights, and visual presentations for leadership and Board review
- Prepare recurring leadership and organizational reports, organizational dashboards, scorecards, and performance summaries
- Ensure accuracy, consistency, and integrity of data used in executive and Board-level reporting
- Coordinate with internal departments to gather, validate, reconcile, and organize reporting inputs
- Identify reporting gaps, inconsistencies, operational trends, risks, and opportunities for improvement
- Assist leadership in monitoring organizational performance metrics and strategic initiatives
- Maintain reporting templates, executive reporting files, and recurring dashboard structures
- Support development of reporting processes and operational visibility tools to improve leadership decision-making
CEO Initiative Coordination & Project Tracking
- Support coordination and execution of CEO-priority initiatives and cross-functional projects
- Assist in defining project scope, timelines, milestones, deliverables, and tracking structures in collaboration with department leaders
- Track progress, dependencies, risks, and key updates across initiatives while maintaining executive visibility into organizational priorities
- Maintain action-item trackers and ensure timely follow-through across departments
- Identify and document risks, delays, bottlenecks, or gaps in information and escalate concerns to the CEO as appropriate
- Prepare project summaries, status updates, and operational reports to support executive decision-making
- Support accountability and follow-up processes across strategic organizational initiatives
Operational & Project Tracking
- Track status updates and maintain visibility into CEO-priority projects, initiatives, and cross-departmental tasks
- Document risks, issues, dependencies, and delays and escalate concerns to the CEO as appropriate
- Support implementation of projects and deliverables by maintaining documentation of scope, timelines, milestones, and agreed-upon outcomes
- Assist in maintaining visibility into high-level financial inputs and resource considerations to support executive planning
- Support accountability, follow-through, and organizational alignment across executive initiatives
- Maintain project trackers, reporting summaries, and executive visibility tools to support leadership decision-making
Executive Support & Operations
- Provide direct operational and administrative support to the CEO
- Prepare meeting agendas, briefing materials, summaries, reports, and executive correspondence
- Maintain executive action logs, follow-up trackers, and organizational priority lists
- Coordinate domestic and international travel arrangements, itineraries, accommodations, and logistics for the CEO and leadership
- Assist in scheduling, planning, and execution of executive meetings, organizational events, and leadership initiatives
- Maintain organization of executive documents, reports, communications, and sensitive information
- Handle confidential information with professionalism, discretion, and sound judgment
Governance & Process Support
- Maintain documentation related to governance processes, reporting structures, and compliance-related deliverables as directed
- Flag process inconsistencies, reporting gaps, or documentation concerns to leadership for review
- Assist with monitoring organizational progress against strategic plans and leadership priorities
- Support organizational process improvement efforts by identifying inefficiencies and opportunities for operational optimization
- Help maintain visibility into organizational initiatives, reporting timelines, and leadership deliverables
Cross-Department & Coverage Support
- Provide operational and administrative support across departments during peak periods or staff absences, as directed by the CEO
- Support donor or stakeholder correspondence by email or phone when coverage is required
- Assist with special projects, campaigns, organizational initiatives, and other duties as assigned
- Maintain strong attention to detail and uphold accuracy across all tasks
- Perform other operational or administrative duties aligned with organizational priorities
Work Environment / Travel Requirements:
- This is an in-office position and not eligible for remote work.
- May be required to lift and carry materials up to 25 lbs.
- Occasional travel may be required for events, trainings, or meetings.
Qualifications and Skills:
Required
- Bachelor’s degree in Business Administration, Operations, Data Analytics, Management, or a related field
- 3–5 years of experience in executive support, reporting, operations, analytics, project coordination, or a hybrid operational/analytical role supporting senior leadership
- Strong analytical skills with advanced proficiency in Microsoft Excel
- Experience building reports, dashboards, KPI Trackers and executive summaries using Salesforce or similar CRM/reporting systems
- Experience preparing executive-level reports, presentations, dashboards, and organizational updates
- Strong written and verbal communication skills with the ability to present information clearly and professionally
- High degree of professionalism, discretion, judgment, and confidentiality
- Strong organizational and time-management skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment
- Ability to function effectively within a matrix organization
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and related business tools
- Strong attention to detail and commitment to accuracy
- Excellent interpersonal skills with a welcoming, helpful, and supportive demeanor
- Must be able to read, write, and speak English proficiently
Preferred:
-
- Experience working in a nonprofit organization.
- Salesforce experience
- Ability to read, write, and speak Arabic proficiently
- Experience with dashboard reporting, KPI tracking, or executive analytics
Benefits
-
- Fully paid health insurance for employees + partial coverage for dependents
- Optional dental and vision plan at affordable rates
- Employer-provided basic life insurance
- Paid federal holidays, plus three additional religious holidays
- 401k Retirement Plan
- Paid Vacation Leave
- Paid Sick Leave
- Employee Assistance Program (EAP)
- Training and development opportunities to support your growth
Al-Ayn Social Care Foundation USA is an equal opportunity employer.
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