As Associate, Executive Support and Office Operations, you will play a pivotal role in the administrative support of our regional team. The A, CODS will manage operational systems & ensure all administrative efforts run smoothly; help maintain a positive office culture; strengthen the region’s relationships & presence in the community; support corps members & programmatic efforts through event planning; and provide critical administrative support to the Executive Director. The A, CODS is extremely well-organized, is a consummate planner, and takes initiative on projects and tasks. You will report to the Chief of Staff. As a close partner to the Executive Director and Chief of Staff you will gain incredible insight into the broader Las Vegas education landscape, and will learn how various institutions, organizations, and individuals are working to realize equity for all children in our state. In addition, the A, CODS will also be part of a national network of operations and support staff that is supported by Teach For America’s central Regional Administration Team. Through this network, the assistant will have the opportunity to influence operations and efficiency across the entire organization.
Office Operations (35%)
- Manage office operations by developing systems that maximize efficiency live out our core values for all staff members based in the office
- Manage facilities to enhance brand identity, productivity, and staff culture, including maintenance of office technology and efficient use of office space and resources; this includes stocking inventory, delivering mail, and transporting packages up to 50 pounds
- Liaison to national Human Assets and manage/support employee support interfaces for the region (i.e. Workday/timesheets)
- Serve as primary phone and reception contact for the Las Vegas Valley team, ensuring quality customer service among corps members, external contacts, and other Teach For America staff. Ensure the TFA LV office is open at 9am and closes at 5pm.
- Act as a liaison to building management, local vendors, and Teach For America’s national support teams, such as technology, and administration to Human Assets in communication to the Region.
- Provides modified operational support for National staff & LEE staff in office
- Manage regional timesheet compliance
- Ensure all staff have the necessary materials and resources to operate effectively
- Plan and execute staff culture events, including but not limited to socials and full team celebrations (holiday party & EOY celebrations).
- Establish & manage regional office operations & communication structures to ensure staff is clear on team-wide communication and updates for our region including supporting in creating an internal information hub.
- Act as a liaison and build strong relationships between external constituents (such as board members, community partners, corps members, alumni) and the TFA-LVV org and brand
- Manage the Engelstad interns (delegate cross-functionally)
- Execute on full team communication
Executive Support Duties (30%)
- Provide exemplary administrative support to the executive director including scheduling meetings and conference calls, maintaining calendars, arranging travel, managing correspondence, and securing necessary resources and information
- Partner closely with the executive director to increase the efficiency and organization of the ED and ensure his time is aligned with his priorities
- Act as a liaison and build strong relationships between external constituents (such as board members, community partners, corps members, alumni) and the executive director
- Act as strategic thought partner to ED and COS on board engagement aligned to our brand, mission, and impact
- Craft correspondence for a variety of constituents for the executive director
- Maintain the Executive Director and Chief of Staff’s expenses in compliance with TFA national and regional guidelines.
Events, Projects, & Planning (15%)
- Facilitate a strong team culture through the operations execution of office-wide initiatives, meetings, retreats, staff onboarding (by ensuring appropriate technology, office needs, and supplies), communication, decorating and branding. This includes booking space, gathering supplies, ordering food and other event logistic leadership.
- Support staff and corps member events, including but not limited to retreats, corps member selection & matriculation, staff celebrations, etc.
- Act as CODS team taskmaster (which includes tracking team tasks and timelines, identifying when tasks are overdue, etc.) and managing internal CODS processes
- Lead on other special projects as needed, including conducting research and identifying strategic options and learning best practices from our colleagues across the organization
- Field general data requests and generate reports to inform planning
- Coordinate Regional Selection as Selection Partner
Fulfilling our Mission through Organizational and Regional Priorities (20%)
- Participate in the selection and matriculation of the next year’s teaching corps
- Engage in diversity conversations and exploration of your self-identity
- Participate in cross-functional team-wide initiatives that align with our regional priorities and strategies.
- Model and help to hold region accountable to culture priorities, core values and our commitment to diversity & inclusiveness
- Position is scoped for 45 hrs/week, with some additional hours during peak periods
- Some evening or weekend work will be required
- Some travel required for conferences or trainings (1-2 times/year)
- Prior administrative and/or operations experience is preferred
- 1-3 years professional experience preferred
- Excellent organization skills and unwavering attention to detail
- Exceptional written and verbal communication skills
- Genuine excitement for “behind the scenes” work - using efficiency and support of others to increase the results for a larger unit or team of people
- 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
- Ability to juggle several projects at once with a spirit of flexibility and positive outlook
- Ability to build relationships to influence others
Technical Skills
- Intermediate proficiency with MS Outlook, PowerPoint, and Excel highly preferred
- Ability to maintain and update databases with a high level of accuracy
- Experience with salesforce.com or other CRM systems a plus