Executive Operations Coordinator

Job Locations US-WA
Posted Date 4 months ago(2/2/2022 10:15 AM)
Job ID
2022-1976
# of Openings
1
Category
Civil Rights, Social Action, and Advocacy
Type
Fiscal Sponsorship Organizations
Location : Name
A Way Home Washington

Overview

Thank you for your interest in joining our team!  A Way Home Washington (AWHWA) is a statewide movement to prevent and end – not just manage – youth and young adult homelessness. You can learn more about AWHWA here.

 

It is an exciting time with our organization growing significantly to lead and transform systems that both prevent and end homelessness for young people. You will know you are the right fit for AWHWA if you thrive in dynamic work environments and are goal driven, collaborative and unabashedly dedicated to our mission. You will also be an equity- and justice-driven person who seeks to end the injustice of the disproportionate amount of BIPOC and LGBTQ+ young people experiencing homelessness. 

 

AWHWA deems lived experience of homelessness by young people to be a form of expertise and seeks this skill in our workforce. We also encourage applications from Black, Indigenous, Latinx and other People of Color, people who identify as LGBTQ+, and people with different levels of abilities.

Responsibilities

The Executive Operations Coordinator is responsible for ensuring the seamless flow of administrative support for AWHWA organization and the AWHWA Executive Director, including complex scheduling and coordination of meetings and travel, tracking and responding to assigned email correspondence, and coordinating and maintaining the physical office space and needs of the growing staff. The ideal candidate will have a strong attention to detail, excel at prioritizing tasks and requests and communicate updates clearly, and enjoy a wide-ranging and dynamic set of duties.  This position also includes project tracking and task management. The role engages with a diverse group of important external partners, as well as the entire internal AWHWA team.

 

Essential Functions

 

Senior Leadership Support

  • Ensure Executive Director’s calendar is up-to-date and accurate; assist with scheduling both internal and external group meetings per the Executive Director’s request.
  • Support Executive Director with high volume email support by organizing and utilizing project management software (Asana) and prepare written responses to email upon request.
  • Ensure Executive Director is prepared for scheduled meetings, including confirming logistical details and preparing materials or agendas as
  • Coordinate all travel arrangements for the Executive Director, including flights, lodging, and ground transportation.
  • Assist Executive Director with drafting, formatting, and proofing Excel spreadsheets, PowerPoint presentations, or other documents in preparation for business meetings.
  • Assist Executive Director with administrative functions including but not limited to: tracking receipts and submitting monthly expense reports and submitting monthly lobbying reports, creating and updating digital and physical filing systems to retain documents; data entry; copying, scanning, faxing, placing and screening phone calls and directing messages to other staff as necessary.

Coordination

  • Schedule, coordinate, and take notes, when attending, monthly Executive Board meetings and All-Staff meetings.
  • Support event planning for large AWHWA organizational meetings, including sending invitations to AWHWA partners, tracking responses, securing meeting spaces and equipment, ordering food and supplies as needed, and preparing materials.
  • Coordinate and troubleshoot technical needs for AWHWA organizational virtual meetings, trainings, and other events.

Organizational Support

  • Perform administrative functions that support the work the entire AWHWA team, including but not limited to handling mail and office deliveries; placing orders for office supplies; coordinating with vendors; taking meeting notes.
  • Assist with special projects upon request of the Executive Director, including, as an example, in the develop and implement a program for part-time staff (interns) and/or volunteers.

Complete other tasks and projects related to the job, as needed.

Qualifications

Minimum Requirements

  • Excellent administrative, interpersonal, and organizational skills.
  • Experience supporting busy executives; or experience supporting leaders in an administrative capacity.
  • Strong written and verbal communication skills.
  • Highly detail-oriented.
  • Capacity to work independently, multi-task, and prioritize.
  • Advanced computer literacy skills, including Microsoft Outlook, Excel, Word, and PowerPoint.
  • Proven ability to handle sensitive and confidential information.
  • Enjoys working in a dynamic, fast-paced environment as a part of a growing, high-performing team.
  • Demonstrates professionalism, good humor, patience, and the ability to handle stress.
  • Demonstrates commitment to supporting diversity and inclusion, both internally and across our efforts to serve all youth and young adults experiencing homelessness in Washington state.

Preferred Qualifications

  • Passion for ending homelessness, and belief that it is possible; professional experience in a nonprofit environment.
  • A friendly, calm, professional demeanor and “can-do” attitude.
  • Creative ability to take information and reformulate into different visual representations. Graphic design software familiarity a plus.
  • Advanced experience with various software including Asana project management software, the Google professional suite, Microsoft Office 365, and Microsoft Teams. Possess the desire to proactively learn new skills and systems and troubleshoot any issues that staff or the Executive Director is experiencing.
  • A minimum of 2 years’ experience in an administrative role, or similar.

Physical Requirements

 

Little or no exertion, may require extended periods at a computer. May occasionally be required to lift and/or move up to 25 pounds.

 

Regarding COVID-19: TSNE considers the health and safety of our employees of the utmost importance, and due to the ongoing COVID-19 pandemic, and subject to your state and local laws, our policy requires that all employees performing in-person work at a TSNE designated office are fully vaccinated. For the purpose of this policy, fully vaccinated indicates that you have received a single dose of the Janssen vaccine, or both doses of the Moderna or Pfizer vaccine. Certain exemptions may be requested and will be considered by Human Resources.

 

Compensation and Benefits

 

Compensation: The starting salary for this position is $60,000 per year.

Benefits: This position is eligible for a full benefits package including:

  • Generous Paid-Time-Off (PTO): 12 paid holidays, 3 weeks’ vacation, 1 week personal holiday, and sick time for full-time staff;
  • 80% Employer-paid Health Insurance through Harvard Pilgrim;
  • Low-cost MetLife Dental and Vision;
  • Flexible Spending Accounts (FSA) for Health and Dependent Care;
  • Employer-paid Life, Long- and Short-Term Disability Insurance;
  • Employer-paid Pension through TIAA;
  • ...and more!

 

COVID-19

AWHWA requires all employees to be fully vaccinated to prevent and end the spread of COVID 19. Employees are required to comply with AWHWA's COVID policies at all times, which are subject to change, given shifts in pandemic related responses.

 

Hours and Travel

AWHWA currently operates under a hybrid work week with flexibility in designing a “work from home” and in-office schedule. Staff work to determine their weekly schedule with their supervisor. Please note that this position would need to dedicate some time of the week to a consistent on-site presence to maintain our physical office. Regular office hours are from 9 a.m. to 5 p.m. PST, and this position may include occasional evening or weekend hours for special events, as well as occasional overnight travel.

 

TSNE/AWHWA envisions a society grounded in the principles of social and economic justice. As such, we strive to achieve excellence through a diverse and inclusive workplace that honors the unique talents and lived experiences of each person. Our vision and values are reflected in all our employment-related decisions, including hiring practices. Accordingly, TSNE/AWHWA actively seeks people who bring diverse backgrounds and perspectives to join us in our work.

 

As an EOE/AA employer, TSNE/AWHWA will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, national origin or ancestry, age, sexual orientation, gender identification, genetic information, veteran or disability status or any other factor prohibited by law.

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