The Associate, Executive Leadership & Learning (ELL) plays an integral role in the ELL team’s operations and success by providing critical administrative support. The strongest candidates will possess the qualities and mindsets below:
Areas of Responsibility:
The Associate, Executive Leadership and Learning will be responsible for:
ELL Team Operational Support (40%)
- Manage logistics and execution for all team culture hallmarks such as birthdays, years of service, personal milestones (i.e. weddings, babies, etc.), transitions, and general team culture strategies.
- Draft, edit, and get approval on the monthly team blast communication. This may include making recommendations on how to creatively increase effectiveness of these communications.
- Prepare content and materials for monthly team calls in partnership with the SMD, Chief of Staff. This includes updating the scope & sequence for call topics and prepping speakers and presenters.
- Manage all call operations for monthly team calls. This includes saving the recording, running the zoom video-conferencing platform, sharing any presentation materials on the screen, and logging the chat.
- Drive the logistics and execution of team retreats (1-2x/year). This includes finding a location, negotiating contracts, drafting communications, meal planning, budgeting, and all other operational support.
- Serve as a back-up support for the SVP, ELL as needed when her executive assistant is unavailable.
- Manage the Elevate year-long performance review process for all ELL team members including communications, deadline tracking, and summarizing survey results in coordination with the HA team.
- One-off projects and needs
Direct support for the Advisory sub-team (two SVPs, Advisory and one Chief of Staff) (30%)
- Set calendar strategy for the two SVPs, Advisory in partnership with their Chief of Staff, working to ensure their priorities are reflected in their meticulously maintained calendars and time is maximized.
- Book all travel in accordance with organizational per diems while also maximizing SVPs’ time.
- Coordinate with regions to plan site visit agendas, logistics and prep materials for SVPs.
- Assisting SVPs with document creation and editing as needed.
- Synthesizing materials and information in relation to SVPs’ regional support.
- Process expense reports for the SVPs and their Chief of Staff in accordance with finance policies.
- Manage the Advisory team budget and ensure accurate forecasting for spending throughout the year.
ELL Team Budget & Finance Compliance (20%)
- Manage and track team budget overall, ensuring we are under-spending for the fiscal year and that all spending and finance processing is compliant with org-wide policies.
- Keep track of compliance across teams monthly by reviewing reports and checking in with the Office of the Chief Operating and Program Officer.
- Manage team supply ordering via the Amazon Business account.
- Manage the ELL Team Card and serve as a buyer liaison to help manage large purchasing and contracts across sub-teams. Create strong systems for managing submission of multiple expense reports and managing team to these deadlines.
- Utilize and strengthen systems for tracking budgets across all five sub-teams and sharing budget updates with the Office of the Chief Operating and Program Officer.
- Partner with the SMD, Chief of Staff to develop our upcoming year’s budget based on team strategy.
- Approve and submit expense reports in a timely fashion.
Direct support for the VP, Board Governance (10%)
- Schedule meetings as needed.
- Book travel as needed and ensure all travel is in accordance with organizational per diems.
- Process expense reports in accordance with finance policies.
- Work with the Director, Board Governance to manage the team budget and ensure accurate forecasting for spending throughout the year.
Skills/Experience:
- You love details. You notice things that other people don’t. You approach each task you lead with an eagle eye toward details and anticipate every step and possible misstep in the process. It makes you incredibly happy when things fit together just right and projects and plans have been laid out down to the last detail. Secretly, there’s something you love about vetting a data set or proofreading a final document – you love catching and righting those small, but in your mind, critical points.
- You make things happen. You don't get overwhelmed easily and you take personal responsibility for the success of your work whether it requires managing back-end processes, engaging with a team, or setting up others to execute effectively. You take pride in your integrity and follow-through on tasks. People would describe you as dependable and driven; they know when they ask you to do something, it’s as good as done.
- You’re a self-driven learner. You consistently seek feedback from diverse sources to learn and improve; you drive your professional development with purpose and focus on outcomes; and you have a knack for devising, implementing, and investing others in systems that improve individual and team performance. Reflecting on your work and strengthening your approach based on your reflections is second nature to you.
- You’re a great communicator. You value precision and clarity in language. Whatever the medium, when people receive a message from you they are crystal-clear on the purpose and any requested action. They feel respected and that their time was well-spent.
- You know policies like the back of your hand. You understand the importance of policies and procedures, and you take time to fully internalize them. You care about being a steward of our organization’s resources and you work to ensure that we stretch the Teach For America dollar as efficiently as possible, taking advantage of all discounts and corporate partnerships. You care about the way we spend our money and adhere to policies because you understand the stakes involved when we spend money that’s been fundraised by our colleagues.
- You’re a logistics master. You have superior logistics skills. You think ahead about what will be needed and strategize or make adjustments accordingly. Whether it be housing, dining, transportation or an unknown variable, you have lined up the necessary supports and resources well in advance and everyone involved in something you’re planning knows where to be, by when, and what the back-up plan is, just in case.
- You’re a jack of all trades. You’re flexible. You know a little bit about a lot of things and if you don’t know, you’re quick to learn. You're willing to help out wherever needed and thrive in a fast-paced, entrepreneurial environment. You are a resourceful, results-oriented team player with a positive “can do” attitude and a sense of humor. You are skilled at managing complexity and adjust course easily and quickly when things fall off-track. You’re not thrown off by feedback (in fact, you thrive on it) and are able to incorporate and turn it around quickly.
- You’re a people person. You forge strong, trusting relationships with diverse groups of people. You’re empathetic and intuitive; you often know what people need or want before they do. You’re socially flexible and know how to attune and calibrate your interactional style depending on the environment, audience, or context. You are fueled by collaborating and working to make others efficient and effective. You know when a healthy dose of humor is called for. People really like you, and you really like them.
Prior Experience
- 2-3 years of work experience, ideally in an administrative or support function with a senior executive
Skills
- Think critically and strategically and exhibit strong judgment while operating with a high level of organization, attention to detail and energy
- Work efficiently and with accuracy in a fast-paced, deadline-driven environment
- Handle multiple tasks at once with a spirit of flexibility, possibility, and a strong customer service ethic
- Effective and professional communication skills, especially in written correspondence.
Work Demands
- Ability to travel to in person conferences 1-2 times a year
Organization Info
Listing Stats
Post Date:
Aug 31 2019
Active Until:
Oct 1 2019
Hiring Organization:
Teach For America
industry:
Nonprofit