Administrative Operations Coordinator

2 weeks ago

Philadelphia, Pennsylvania, United States Teach Full time

About the Role

TEACH is on the lookout for a skilled Administrative Operations Coordinator to enhance the productivity and effectiveness of our CEO. This role is pivotal in providing comprehensive administrative assistance, strategic collaboration, and anticipating the needs of the CEO. The ideal candidate will be a proactive thinker with outstanding organizational and communication abilities, coupled with a keen eye for detail.

About TEACH

Founded in 2011 and rooted in Philadelphia, TEACH delivers exceptional tutoring and educational services from Kindergarten through College. Our approach emphasizes the importance of fostering strong relationships to support both academic success and social-emotional growth through innovative and engaging lessons. Annually, we impact over 1500 students through classes and individualized tutoring, support 75 educators through professional development, and collaborate with 25-30 local educational institutions and nonprofits. Our partnerships often span multiple years and funding cycles. We are committed to transforming educational experiences to combat systemic inequities faced by students, families, and communities in the Greater Philadelphia area. Our mission is to expand educational access by providing free programming to families through external grants, internal scholarships, and our Get 1, Give 1 initiative for personalized lessons.

Key Responsibilities

Calendar and Communication Management

  • Oversee the CEO's calendars, ensuring synchronization across shared company and personal schedules.
  • Coordinate, prepare for, and participate in meetings; manage documentation, draft agendas, and take notes.
  • Handle event registrations and maintain an organized calendar.
  • Regularly update scheduling software in accordance with the CEO's availability.
  • Compile a list of conferences and networking opportunities, assisting the CEO in decision-making regarding attendance.
  • Organize the CEO's inbox, responding to correspondence as necessary and highlighting important communications during daily check-ins.
  • Arrange travel logistics for work-related trips as needed.
Support for Recruitment, Sales, and Marketing
  • Facilitate the CEO's networking efforts by sharing scheduling links.
  • Assist in the creation of marketing materials using design software and manage their professional printing.
  • Maintain inventory of promotional items for events and outreach.
  • Coordinate marketing presence at events, including setup and follow-up communications.
  • Collaborate with the CEO and Business Operations Director to manage customer information in new CRM software.
  • Oversee email marketing efforts and manage the organization's email list.
  • Contribute to social media engagement across various platforms.
  • Schedule interviews and coordinate related logistics.
System Development and Documentation
  • Document existing processes and systems utilized by the CEO, creating a comprehensive Executive Assistant playbook.
  • Develop new systems and ensure all processes are captured in the playbook.
Office Management
  • Reserve conference rooms and coordinate guest access for events.
  • Provide printing and logistical support for office needs.
  • Manage the company inbox and phone communications.
  • Oversee inventory and organization of office supplies.
  • Ensure resources are replenished and organized as necessary.
Event Coordination
  • Identify venues and liaise with vendors for company-wide events.
  • Manage guest lists and invitations.
  • Oversee event budgets and logistics before, during, and after events.
Additional Duties

Qualifications
  • This position allows for flexible working hours; however, candidates must be available to work on-site 2-3 days per week.
  • Exceptional organizational skills and attention to detail are essential.
  • Ability to work independently while knowing when to seek guidance.
  • Strong written and verbal communication skills are required.
  • Proficiency in Microsoft Office and Google Drive, with a willingness to learn new project management tools.
Preferred Experience
  • Previous experience in an administrative support role or in sales/marketing is advantageous but not mandatory.
  • Familiarity with CRM systems, project management tools, and design software is preferred.
  • Experience in educational settings or tutoring programs is a plus.
  • Access to transportation for event-related activities is beneficial.
Compensation and Benefits
  • This is a full-time, salaried position with competitive compensation based on experience.
  • Generous paid time off and vacation days are provided.
  • Eligible for participation in a group retirement plan after a designated period of employment.
  • Comprehensive medical and dental insurance benefits are available after a specified duration of full-time employment.
  • Opportunities for professional development and growth within the organization.
  • TEACH prioritizes work-life balance and mental well-being, offering designated mental health days.
Why Join Us?
  • Be part of a dynamic, mission-driven organization where your contributions are valued.
  • Utilize your skills in project management and organization to make a meaningful impact.
  • Work in a collaborative environment where your voice is heard and respected.
  • Engage with passionate educators and learners, contributing to transformative educational experiences.

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