We are seeking an enthusiastic and results-oriented person to join our team as the Associate of Executive Director Support and Regional Team Operations, enabling the D.C. Region to move strategically and efficiently towards our ambitious goals. As the assistant to the Executive Director, you will provide key administrative support to ensure strong time management and prioritization by managing her calendar, understanding critical priorities for her and the region, managing her contacts and correspondence with high profile external stakeholders. You’ll also prepare materials and draft communications on her behalf, and participate in a wide range of special projects as necessary, which will be driven by both the goals of the team and personal professional goals. As a key member of the Strategy Talent and Operations (STO) team, you will support with setting the responsive and supportive conditions so that the DC Regional staff is a high-performing team where people are set up to joyfully, efficiently, and effectively implement our shared vision.
Executive Director (ED) Support (70%)
- Provide ongoing administrative support for the Executive Director, including: scheduling internal and external meetings and conference calls, maintaining ED and team calendar, arranging travel, managing, tracking, and drafting a large amount of email correspondence, and processing reimbursement and travel expenditures.
- Work cross-functionally within teams to maintain an accurate and up-to-date contact database with the most recent interactions from ED meetings.
- Manage current tracking systems and when necessary evolve and/or create new systems to track task management, correspondence, and cross-functional project management to ensure information sharing and follow through.
- Partner with the Chief of Staff to plan for Regional Board of Directors meetings and material preparation. Specifically, this includes setting and managing preparation and execution of 6 quarterly meetings, including creating and editing materials and PowerPoints.
- Work closely with functional teams, particularly the development team, to establish clear systems for managing donor-related tasks, including meeting preparation and grant review for the Executive Director.
Operations Support (20%)
- Partner with the Chief of Staff and D.C. National office operations lead by managing key operational and culture initiatives for an office of 140+ staff members.
- Act as a liaison to Teach For America’s national support teams, such as technology, administration, and operations.
- Support Chief of Staff with hiring process and initial interview calls and reviews. Serve on cross-functional hiring committees through the year as needed.
- Partner with the D.C. National office operations lead by designing, implementing and maintaining office systems around technology sharing, office supplies, and kitchen maintenance. Build on current communication structures that maximize efficiency within our office and live out our team operating values.
Regional Team Responsibilities (10%)
- Support, attend, and/or participate in regional team activities, including corps member selection and matriculation, corps member professional development Saturdays (4-5 per year), staff meetings, development events (2-3 evenings a year), functional team meetings and retreats, and regional pre-service (one week in June).
- At least 2-3 years of professional work experience require
- At least one year of experience supporting a senior organizational leader preferred
- Occasional evening and weekend work required
Skills
- You are a natural self-starter who can anticipate opportunities and challenges before they arise
- You can handle a large amount of tasks, while prioritizing in order to execute on deadlines
- You have impeccable organization skills, pay close attention to detail, and can create and maintain organizational systems for others
- You are confident and comfortable collaborating with others and building relationships
- You have an exceptional customer service ethic and can handle confidential information with sensitivity and interface with high profile executives
- You are a strong written and interpersonal communicator
- You’re able to work effectively in a fast-paced, deadline-driven environment, and can juggle several projects at once with a spirit of flexibility and a positive outlook
- You possess strong technical skills (including knowledge of Microsoft Office)
- You’re enthusiastic for the “behind the scenes” work of positioning a senior executive to successfully meet goals and serving as a member of the STO team