We are seeking a Coordinator, Workplace Operations to support our New York office, serve as the receptionist, and be the primary administrative & operational support contact. The Coordinator, Workplace Operations provides critical operational and administrative support through managing databases, managing correspondence, daily office maintenance, inventory, and other projects. This position reports to the Director, Workplace Operations and will occasionally work with other team members on special projects. This role will also be responsible for maintaining and expanding our events program - our large event spaces are in high demand both internally and with partner organizations.
This position gives you a bird’s eye view of the inner working of Teach For America and the New York office. There is ample opportunity to collaborate with every team and gain insight on how the organization operates. The Workplace Operations team serves as a conduit to all regional offices as well, and this position will be able to interact at every level.
The person filling this role will provide key administrative support to the Director, Workplace Operations and will play a pivotal role in shaping culture and strengthening our position in the community. The Coordinator, Workplace Operations must be a natural self-starter, excel in creating and maintaining organizational systems, and possess a strong value on customer service.
Receptionist Duties (60%)
- Serve as the primary point of contact at Teach For America’s New York office by greeting visitors and directing them to the appropriate staff member, and ensuring each caller is connected with someone
- Serve as the first cultural touch point for new staff members, welcoming them to the office
- Answer phones to the main number and direct callers to appropriate staff members
- Maintain a clean, inviting and well-run reception area
- Create and distribute general communications to New York office
- Maintain access control system and manage accessibility of office spaces, including ID/access badges
- Work closely with other team members in the coordination and set up of daily office functions for all staff including high-level conferences such as board meetings
Events Management (40%)
- Serve as first point of contact at Teach For America for external organizations seeking to hold events or meetings in our office
- Maintain external-facing website for the events program
- Develop and implement protocol for events approval
- Generate invoices and collect / process payment for external events
- Maintain events calendar for both internal and external events and meetings
- Support conference room troubleshooting and A/V support for events
- Manage set up of events spaces and ensure equipment is in good working order for internal and external events and meetings
- 1-3 years professional experience is preferred.
- Excellent organization skills and attention to detail.
- Making informed and timely decisions, and using sound judgment to prioritize actions.
- Ability to work independently and effectively in a fast-paced, deadline-driven environment, and to juggle several projects at once with a spirit of flexibility and positive outlook.
- Ability to build internal and external relationships and networks in order to achieve results.
- Writing and communicating verbally in an effective and compelling manner.
- Strong and enthusiastic collaborator.
- Identifying and acting upon learning from both accomplishments and less-successful experiences by reflecting and proactively seeking feedback.
- Strong tech skills, including knowledge of Microsoft Office Suite, particularly Microsoft Outlook.
- Strong resolve to adapt and succeed in a frequently changing environment.
- Desire to be a leader in all relationships.
- Strong customer service ethic.
- Belief that operations support is critical to the success of the team.
- Exemplifies each of Teach For America's core values.
Work Demands
- Ability to work some evenings and weekends.
- Ability to lift and move furniture for room set ups, up to 35 pounds
- Limited travel may be required (1-2 times per year)