Teach For America – Massachusetts seeks a driven, detail-oriented, and focused individual to serve as the Assistant to the Executive director and Operations Coordinator (AED/OC). As AED/OC, you will position the entire region for success by providing critical planning, execution, and administrative support to our executive director and his chief of staff. You are energized by working behind-the-scenes to position your colleagues for success. Attention to detail in this role is critical, so given the stakes, you will ensure no ball is dropped. Moreover, you proactively connect the dots and identify creative solutions for a wide range of challenges, from scheduling and travel arrangements to creating the perfect team-wide experience to bolster staff culture. The entire team will depend on excellence in your work, and you are ready and excited to meet that challenge.
This is an exciting opportunity for someone who is looking to understand the inner workings of a dynamic and successful nonprofit organization. You will learn, hone, and master key operational skills such as budgeting and financial management, event planning, facilities management, and maintaining a positive office culture.
As a close partner to the executive director and his leadership team, the AED/OC will also gain valuable insight into the broader Massachusetts education landscape, and will learn how various institutions, organizations, and individuals are working to realize equity for all children in our state.
Executive Support Duties (50%)
Ensure that our executive director is well-supported and operating at maximum efficiency.
- Provide exemplary administrative support to the executive director and his chief of staff, including scheduling meetings and conference calls, maintaining calendars, arranging travel, managing correspondence, and securing necessary resources and information
- Partner closely with the chief of staff to increase the efficiency and organization of the Executive director and ensure his time is aligned with his priorities
- Act as a liaison between external constituents (such as board members, community partners, corps members, alumni) and the executive director
Office Operations (30%)
Manage office operations by developing systems that maximize efficiency for all staff members based in our main office in Boston as well as satellite offices in Springfield and Fall River.
- Manage facilities to enhance brand identity, productivity, and staff satisfaction, including maintenance of office technology and efficient use of office space and resources. Includes managing inventory, lifting and transporting up to 30 lbs. and stocking supply areas.
- Serve as primary phone and reception contact for the Massachusetts team, ensuring quality customer service among corps members, external contacts, and other Teach For America team members
- Liaise with building management, local vendors, and Teach For America’s national support teams, such as technology, marketing, administration, and finance.
- Ensure all staff have the necessary materials and resources to operate effectively
- Plan staff events, including but not limited to retreats, socials, and celebrations to promote positive team culture
- Lead execution of team-wide communications
Financial Operations and Data Management (10%)
Ensure that our team finances are in order and supported by efficient systems.
- Process staff reimbursements, allocate corporate card expenses, pay bills, and other financial responsibilities
- Make updates to our regional cloud-based data storage system
Regional Team Responsibilities (10%)
Play an important role in cross-cutting initiatives and team-wide efforts
- Support, attend, and/or participate in regional team activities, including regular staff meetings and retreats, and regional pre-service (one week in June).
- Participate in team-wide initiatives and campaigns, such as interviewing and matriculating corps member prospects and outreach to our local alumni
- Exemplary organizational skills with an unwavering attention to detail
- Exceptional written and verbal communication skills
- Genuine excitement for “behind the scenes” work - using efficiency and support of others
- Strong judgment and ability to handle confidential or sensitive information with a high level of discretion
- Ability to work effectively in a fast-paced, deadline-driven environment
- Proven ability to juggle several projects at once with a spirit of flexibility and positive outlook
- Strong customer service orientation and proactive approach to problem-solving
Technical Skills
- Proficiency with MS Outlook, PowerPoint, and Excel, as well as Google Docs
- Experience with salesforce.com or other CRM systems a plus
Work Demands
- Expectation is that this staff member will be based in the Greater Boston area and will be on-site daily in our Boston office to manage day-to-day operations
- Position is scoped for 45 hrs/week, with some additional hours during peak periods
- Occasional day travel within Massachusetts will be required
- Occasional evening or weekend work will be required
- Some travel may required for conferences or trainings (1-2 times/year)
Prior Experience
- Prior administrative and/or operations experience is preferred
- 1-3 years professional experience preferred