Requisition: Administrative Associate, Executive Leadership and Learning Team
TEAM: National Regional Operations
REPORTS TO: Senior Managing Director, Chief of Staff
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:
- 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.
There are more than 16 million children growing up in poverty in the U.S., and less than 10 percent of them will graduate from college. These statistics are not a reflection of our children’s potential; we know that children growing up in poverty can and do achieve at the highest levels. Rather, these statistics reflect the systemic lack of access and opportunity for children in low-income communities.
Teach For America’s (TFA) mission is to find, develop, and support a diverse network of leaders committed to expanding opportunity for children from classrooms, schools, and every sector and field that shapes the broader systems in which schools operate. We are seeking individuals who align with our mission, core values and commitment to Diversity Equity & Inclusiveness and are ready to join us in this global movement.
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.
THE MUST HAVES
- 2-3 years of work experience, ideally in an administrative or support function with a senior executive
- 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.
- Ability to travel to in person conferences 1-2 times a year
The Regional Operations team manages and supports Teach For America regions across the country in their work to recruit, develop and mobilize outstanding leaders to grow and strengthen the movement to eliminate educational inequity. The work of the Regional Operations team is particularly critical in this moment as Teach For America continues to live into a new operating model in which regions’ empowerment, accountability, and flexibility dramatically increases. Our ultimate goal is to have thriving regions working in deep partnership with local communities and leveraging each other to ensure we achieve educational equity in not only one region, but all.
Within the Regional Operations team, the Associate, Executive Leadership & Learning sits on the Executive Leadership & Learning (ELL) team, which strengthens the entire system of support and development for all executives and Board Chairs at Teach For America. ELL does not manage or support a sub-set of executives and Board Chairs; instead, ELL is charged with ensuring there is a clear vision and supporting system for all executives’ experience at Teach For America.
By joining staff, you join a network of individuals committed to pursuing equity for all students and developing themselves as professionals in the process. We as an organization value the longevity of our employees and offer a comprehensive and competitive benefits plan. The salary for this position is also competitive and depends on your prior work experience. Please be advised, you will have an opportunity to discuss salary in more detail after you begin the application process.
WE ARE DEEPLY COMMITTED TO DIVERSITY, EQUITY & INCLUSIVENESS
Teach For America encourages individuals of all ethnic, racial, and socioeconomic backgrounds to apply for this position. We are committed to maximizing the diversity of our organization, as we want to engage all those who can contribute to this effort.
Teach For America is committed to providing equal employment opportunities to all qualified individuals and does not discriminate on the basis of race, color, ethnicity, religion, sex, gender, gender identity and expression, sexual orientation, national origin, disability, age, marital status, veteran status, pregnancy, parental status, genetic information or characteristics (or those of a family member) or any other basis prohibited by applicable law.
*This job description reflects Teach For America’s assignment of essential functions and qualifications of the role. Nothing in this herein restricts management’s right to assign, reassign or eliminate duties and responsibilities to this role at any time.
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