Executive Office Coordinator Jobs

POSITION SUMMARY:

The Executive Office Coordinator is uAspire’s key administrative resource and is responsible for supporting the Chief Executive Officer, key organizational leaders, and the organization through people and operations projects. This position would sit within the People & Operations Department while fostering strong relationships with internal leadership and the board of directors. As a central resource, the Executive Office Coordinator may also be called upon to support other leadership team members with one-off projects, as needed.

This position requires a highly motivated individual with a passion for supporting others, a desire to sustain and strengthen uAspire’s internal people systems, and is a proactive problem solver. The successful applicant will be someone who sees that our organization’s greatest strength is our people and has the organizational skills to bring out the best work in others. They will also be a curious and quick learner who is willing to learn new skills in order to meet the needs of the organization. This is an exciting opportunity for a mission-driven individual to work in an entrepreneurial nonprofit and to deepen their experience in nonprofit administration.

KEY RESPONSIBILITIES:

Administrative Support to CEO: Manage the administrative needs of the Chief Executive Officer, including stewardship of uAspire’s board of directors.

• Prepare materials as necessary for key meetings. Draft correspondence for internal and external audiences as requested.
• Work specifically with the Sr. Director of Operations or other staff in attendance to follow up and complete tasks
• Manage all administrative tasks, including: scheduling, attendance, note taking, and record keeping for the uAspire National Board.
• Handle the day to day upkeep of the CEO’s schedule, including calendar management, scheduling meetings, and travel/expense management. Ensuring their time is effectively leveraged
• Ensure that internal staff have access needed to the CEO.

Executive Team Project Support: Participate in the development and execution of specified projects for members of uAspire’s leadership team.

• When requested, develop project plans, presentations, or other deliverables for members of uAspire’s leadership team.
• Support Executive Team members, as needed, to prepare travel itineraries, conference scheduling, and retreats.

Internal Collaboration and Communication: Partner with the Sr. Manager of Internal Communications and People Operations on streamlining and supporting clear and engaging communication between the Executive Team and staff.

• Spearhead uAspire’s Org Culture Committee responsible for planning staff-wide events/activities
• Oversee uAspire’s Spot Bonus, Staff Appreciation, and Professional Development programs, including sending gifts to staff.
• Coordinate the design and execution of monthly uAspire All-Staff meetings
• Compile and synthesize departmental updates for monthly newsletter following All Staff Meetings
• Take notes in key meetings and assist staff with assigned action steps

QUALIFICATIONS & EXPERIENCE:

We understand that people gain skills through a variety of professional, personal, educational, and volunteer experiences. We encourage candidates to review the key responsibilities and qualifications below. If you believe you have the transferable skills necessary to fulfill the responsibilities of this role, we encourage you to apply.

Experience, Education & Skills:

• Ability to take initiative and work independently, as well as a part of a team.
• Possess strong oral and written communication skills.
• Some college-going experience is required; degree attainment is optional.
• 3-5 years of professional work experience preferred
• Energetic, enthusiastic, and interested in learning within a growing, entrepreneurial organization.
• Ability to incorporate institutional mission and vision into daily operational thinking.
• Comfort providing direct feedback to individuals within leadership.
• Ability to work flexible hours that will include some early mornings or evenings, depending on time zone.
• Able to quickly prioritize competing needs and effectively track and meet deadlines.
• Demonstrated experience building or supporting systems, policies, and practices that prioritize a diverse, equitable, and inclusive work environment.
• Proficiency with fundamental professional software: Google Mail/Docs, and Microsoft Office Suite – Word, Excel, PowerPoint – preferred.
• Positively engages with students, teammates, and partners both internal and external to uAspire.
• Strong organizational skills, including the ability to help others get organized.
• Ability to handle sensitive information with confidentiality, care, and tact.
• Effectively trains and supports others using internal tools or resources.

CORE COMPETENCIES:

• Equity and Inclusion
• Advance Diversity and Inclusion - Proactively seeks out diverse perspectives and relationships within the workplace and the broader community served.
• Teamwork - Contribute actively and collaboratively with colleagues to active shared goals.
• UAspire’s Core Competencies
• Equity Mindset - Identify and examine personal biases, stereotypes, prejudices and cultural norms in ways that consider their impact on persons with marginalized identities.
• Excellence - Steps up and follows through to consistently deliver high-quality work.
• Equity & Inclusion - Champion the values of diversity and the creation of inclusive spaces.
• Growth Mindset - Embrace challenges and setbacks as the fuel for learning and development.
• Awareness of Inequity - Recognize the social effects of race, ethnicity, class, gender and other identities and the systems of oppression which perpetuate these inequities.

ANTICIPATED START DATE: July 14, 2023

COMPENSATION: The salary range for this position is $66,775 - $70,550. Salary commensurate with experience and education.

STATUS: Exempt, full time.

CLASSIFICATION: Remote - being located within the Pacific Standard Time Zone is required for this role. Some occasional travel to regional offices in Oakland, CA, Boston, MA, or New York, NY may be required.

REPORTS TO: Audrey Jerome- Senior Manager of Internal Communications and People Operations

ABOUT UASPIRE:

Organization Vision: uAspire envisions a society where structural obstacles are removed from postsecondary pathways for systematically oppressed students so they can experience an improved quality of life for themselves and future generation

Organization Summary: Our mission is to improve the economic mobility of underrepresented communities by creating financial solutions to diverse educational pathways.

• Consulting: We collaborate with partners to assess their needs and offer uniquely designed solutions in the areas of content development, program improvement and systems change, by leveraging our financial aid expertise, student-advising experience, and student-centered research.
• Student Advising: We guide students, families, and communities to navigate complex financial aid systems in pursuit of equitable access to affordable postsecondary pathways through in-person and virtual advising.
• Training & Technical Assistance: We equip partners with the knowledge and confidence to navigate the financial aid process with their students by curating engaging trainings and student-centered resources.
• Scholarship & Emergency Aid: We commit to placing money into the hands of students allowing them to use these funds to cover tuition bills and other unexpected expenses.
• Policy: We advocate for institutional, state, and federal policy change to transform financial aid and higher education systems, based on our students' lived experiences.

uAspire is an equal opportunity employer, fully committed to achieving a diverse and inclusive workplace that embraces and encourages applicants of every background. The company’s policy regarding equal employment opportunity means that all decisions regarding recruitment, hiring, benefits, wage and salary administration, scheduling, disciplinary action and termination will be made without unlawful discrimination on the basis of sex, gender, race, color, age, national origin, religion, disability, medical condition, genetic information, marital status, sexual orientation, gender identity or expression, citizenship status, pregnancy or maternity, veteran status, or any other status protected by applicable federal, state or local law. If you require reasonable accommodation in completing an application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to .

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