Constanter is one of Europe’s largest independent philanthropic organizations, established to promote respect for human dignity, sustainability and social justice. Founded and fully supported by the Brenninkmeijer family-business owners, it serves as an umbrella organization for the Porticus and Laudes foundations, among others.  

Constanter Philanthropy Services (CPS) professionally supports and enables all of the philanthropic organisations founded by the Brenninkmeijer family entrepreneurs to maximise their impact in service of the common good. CPS does this through providing high-quality, fit-for-purpose operational support in the areas of HR, IT, Finance, Risk, Legal, Tax, Insurances, Facilities, Travel, Procurement, Security, Project Management, and Reporting. CPS dedicates most of its work to the support of Porticus and Laudes Foundation. CPS is a global organization, built on the premise of strong collaboration and striving for professional excellence together.

The work we do makes a real difference, so we dedicate the best of our skills and knowledge to it, striving to make a positive contribution every day. 

We are looking for an Office Operations Specialist to manage and continuously improve operations for our US office, in close alignment with central, global functions based in The Netherlands (Legal, Tech, Communications, People & Culture, and Finance).

This is a hands-on, end-to-end role responsible for ensuring that all local activities, from facilities and payroll to governance and compliance are delivered efficiently, accurately, and in line with both global standards and US regulations. You will act as the key local point of contact, while proactively strengthening processes, controls, and overall operational effectiveness.

Key Responsibilities

Office Operations & Vendor Management

Oversee daily office operations, ensuring a well-functioning, secure, compliant, and efficient workplace

Manage facilities and third-party providers (e.g. catering, cleaning, security), including sourcing, contracting, and performance oversight

Maintain office supplies, meeting spaces, and general workplace infrastructure

Build and manage relationships with vendors, service providers, and contractors

Support office logistics, events, and general administrative needs

IT & Systems Coordination

Act as the main liaison between the local office, central IT, and external IT providers

Ensure reliable system performance and effective user support

Finance & Controls

Prepare payroll reconciliations each cycle and support periodic GL reconciliations with Central Finance, flagging discrepancies when needed

Administer corporate credit cards, including onboarding/offboarding, employee support, and issue resolution

Ensure timely collection, verification, and submission of invoices to Finance

Support annual budgeting and monthly variance tracking in collaboration with Central Finance

Prepare documentation and support internal and external audit processes

Payroll, HR Administration & Benefits

Coordinate end-to-end payroll with external providers, ensuring compliance with local regulations and strict dual-approval controls

Manage local HR operations such as onboarding, offboarding, and employee records

Administer employee benefits (e.g. 401(k), insurance, transit), including renewals, reporting, and coordination with providers and central HR team.

Ensure implementation of all changes to coverages, flexible spending and ICH plans

Ensure accurate 401(k) contribution processing and support annual reporting (e.g. non-discrimination testing, Form 5500)

Partner with our central HR team to support payroll data validation and employee lifecycle changes and to maintain office policies and procedures

Compliance, Governance & Risk

Ensure alignment with global policies and local legal, tax, and regulatory requirements

Support corporate governance activities, including board documentation, filings, and maintaining corporate records

Coordinate tax filings and regulatory submissions with external advisors

Oversee health, safety, and security compliance in collaboration with global teams

Stakeholder Management & Continuous Improvement

Act as the key link between local operations and central functional teams

Provide insights on local regulatory and operational developments (Finance, HR, Legal, Tax)

Continuously identify and implement process improvements to increase efficiency, compliance, and control

Experience

7+ years in a broad operations role covering office management, HR administration, payroll, finance coordination and corporate secretarial responsibilities

Experience in international or matrix organizations is strongly preferred

Knowledge & Expertise

Strong understanding of payroll processes, HR practices, and employee lifecycle management
Solid understanding of accounting principles, budgeting, and financial controls

Familiarity with US regulatory requirements across HR, finance, and office operations, with the ability to align locally while adhering to global standards

Core Skills & Competencies

Highly organized, with the ability to manage multiple priorities and maintain operational continuity

Strong attention to detail, with excellent record-keeping and documentation practices

High level of integrity, discretion, and accountability when handling sensitive data

Proactive, hands-on approach with the ability to anticipate needs, identify risks, and drive improvements

Effectivecommunicator with strong stakeholder management skills across functions and geographies

Sound judgment anddecision-making skills, combined with adaptability in a changing environment

Comfortable working with systems and coordinating across technical and non-technical teams

Curious andsolutions-oriented, with a genuine interest in supporting the mission of Porticus, the philanthropy we support.

What We Offer

Of course, it is a two-way street, which means that we offer not only a competitive salary, but we believe in a healthy work-life balance. This is what you can expect from us:

Salary ranging from $66,000 to $90,000 gross per year based on full-time availability of 40 hours per week (final offer depending on experience and skills). For your 401(k) plan, we match up to 6% (Safe Habor Match) and an addition 4% (Profit Sharing).

25 days of annual leave

8 days of sick leave and group health insurance offered to the employee, their partner, and any qualified dependents, including dental and vision.

Take advantage of our Flexible Working Guidelines and work up to 10 days per year from abroad, anywhere in the world.

4 volunteering days per year.

A yearly Personal Learning Budget to use, with manager approval, on upskilling courses, lessons, books, or other activities that support your growth.

This is an in‑person role based in New York. While our organization operates on a hybrid model, the responsibilities of this position require the role holder to be present in the office at least Monday through Thursday each week. Flexibility may be available on Fridays, depending on operational needs.

If you wish to apply, please submit your CV and motivation letter in English (in PDF format). Applications will be considered on a rolling basis, therefore we encourage you to apply as soon as possible. We may close the vacancy early should we receive a sufficient number of applications.

Reference checks are part of the final hiring procedure.

DIVERSITY, EQUITY AND INCLUSION

We stand for equal opportunities and are committed to recruiting and retaining a diverse team in an equitable and inclusive environment. We strongly encourage applications of people with lived experience, as well as from candidates coming from any minority or underrepresented groups.

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