Executive and Events Coordinator - Amalgamated Foundation
Washington, DC 20006
About the Job
APPLICATION GUIDELINES
Applications will be reviewed on a rolling basis and must be received by October 13, 2024. Applications received after the deadline may be reviewed dependent upon qualifications. We will review applications as received and will invite a short list of candidates to schedule a screening call with a member of our team. This position is remote but must be based in the Washington, DC metro area.
To protect the integrity of our candidacy process, we kindly ask that all applicants do not call, email, or message our office or any member of the Amalgamated Charitable Foundation (ACF) Team or Board of Directors about this opportunity.
JOB OVERVIEW
The Executive and Events Coordinator is a new role at the Amalgamated Foundation and will be responsible for supporting the Executive Director and COO through proactive strategic scheduling and excellent communications. The Coordinator will be responsible for supporting and contributing to engaging and equitable internal events including staff retreats, internal staff meetings, board meetings, business development events, webinars, etc. The Coordinator will lead on high-priority cross-divisional initiatives that require coordination with the staff at all levels. Additionally, the Coordinator will play a critical role in coordination and communication with the Amalgamated Foundation Board of Directors and other high-level stakeholders.
The Executive and Events Coordinator possesses the necessary leadership skills, excellent communication and client first mindset to work effectively with the Executive team, staff, clients, and board members. The ideal candidate will play a crucial role in ensuring efficiency, cohesion, clear communication and contributing to the overall success of ACF.
The work involves applying knowledge of the ED and COO’s work objectives and viewpoints and representing ACF and the Executive team within the delegated scope of authority. Ensures optimal time management for the ED and COO by overseeing schedule, calendar, travel arrangements, and meeting support. The Executive and Events Coordinator will be exposed to sensitive information and must maintain strict confidence.
This position requires a high degree of personal initiative, flexibility, and personal judgment in all assignments, strong communication and interpersonal skills, the ability to organize and prioritize tasks to ensure smooth workflow, excellent work standards, and an active interest in providing excellent customer care. The Coordinator must be able to prioritize and shift as needs evolve.
The Executive and Events Coordinator will be able to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle various activities. Duties are performed to promote a team concept and reflect ACF’s mission and values. A fundamental aspect is the ability to address and solve customer service requests in a friendly and professional manner. This position does not have independent executive authority.
ABOUT US
The Amalgamated Foundation is a platform for progressive, social change philanthropy that manages more than 200 donor-advised funds and collaborative funds. In 2022, the Foundation received more than $248 million in contributions and gave more than $173 million to organizations on the frontlines of social change, including $80 million to BIPoC-led organizations. Committed to innovation, the Foundation is uniquely nimble and efficient in forging connections between individual donors, institutional funders, and grantees.
RESPONSIBILITIES
Executive Support Team Coordination
Responsible for a proactive and forward-looking approach to scheduling for the Executive Director, including triaging the executive schedule, prioritizing the schedule based on internal and external priorities, and identifying conflicts early and bringing them to a satisfactory resolution.
Provide administrative support to the Executive Director, including scheduling meetings, booking travel, submitting reimbursements, and communicating as necessary regarding the ED’s schedule.
Provide administrative support to the COO, including scheduling meetings, managing physical mail and correspondence, and supporting a broad array of administrative tasks.
Support the development of ACF team culture by fostering sense of community and supporting virtual gatherings to maintain connection.
Draft, edit and format documents, reports, and presentations for executive team.
Identify opportunities for process improvements and apply lessons learned to enhance current workflows.
Ensure ACF wide document management and upkeep.
Manage administrative functions on behalf of COO that are part of running a philanthropic enterprise, such as expense approvals, charitable registrations, establishing new tools and processes and other tasks as needed.
Manage Foundation’s mail and explore virtual services, such as Lockbox, to find more efficient mail systems.
Contribute to Operations or Executive special projects as necessary.
Event Management
Serve as the central team coordinator across ACF and manage events, such as team retreats. All Hands team meetings, in person team meetings, webinars, business development meetings, and other events as necessary.
Responsible for coordinating travel and event logistics in coordination with COO, including accommodations, food, transportation, itinerary planning and other logistics.
Responsible for ensuring in-person meetings run smoothly and according to schedule and will serve as in person point of contact.
Manage in-person and virtual events, including retreats, stakeholder convenings, client-facing events, and board meetings, including the coordination of logistics and technology, preparing agendas, and ensuring speakers and attendees are well-briefed.
Create and maintain internal team calendar, tracking conferences and travel schedules.
Organizes the staff meetings, ensures updated agenda and gathering necessary materials.
Act as point of contact for in-person events and responsible for ensuring correct set up and timing of events and meals.
Assists with other events or meeting planning as necessary.
Board Engagement
In conjunction with the Executive Team, manage the ACF board in a variety of tasks including, but not limited to:
Act as lead on quarterly board meetings, including an annual in person retreat.
Manages the travel for board members when attending in person events.
Ensure timely communication to the board for scheduling, travel logistics, and materials.
Responsible for annual board conflict of interest documentation.
Responsible for ensuring board documents are up to date and accurate.
Other board-related duties as necessary.
MINIMUM REQUIREMENTS
At least 5 years' experience in Operations or Executive support, preferably in a non-profit or community-focused organization.
Strong dedication to discretion and confidentiality.
Quick learner with strong understanding of organization strategy and priorities and how they apply to scheduling.
Unabashedly proactive and forward thinking with the ability to manage up.
Ability to work in a fast-paced environment at a quickly growing organization.
Excellent organizational and time-management skills.
Strong interpersonal and communication skills.
Ability to work collaboratively while navigating and managing systems and processes independently, efficiently, and effectively.
Excellent attention to detail and time management ability; anticipates obstacles and proactively considers alternative solutions.
Strong problem-solving skills and ability to think clearly under pressure.
Strong client service skills: responsive, solutions-oriented, good judgment, and sensitivity with what needs escalation.
Strong technological skills with ability to navigate and easily and/or independently learn new systems as needed.
Project Management: tracking, driving, reporting, engaging the necessary stakeholders, tools, resources and information to produce desired results; ability to move nimbly among a variety of projects with varying timelines.
Desire to be part of our growing organization and flexible to lean into growth and opportunities to support the growth of ACF and ability to joyfully work in a remote and start up environment.
SALARY & BENEFITS
The salary for this position is $85,000 commensurate with experience. This position will be remotely based, but must be located within the Washington, DC metro area and will require semi-monthly trips to a DC location to manage the Foundation’s mail. The role will require domestic travel, as needed, including the Foundation’s retreats and in-person board meetings as necessary. Generous benefits package that includes 100% employer-paid health insurance (medical, dental, and vision), 401k match, PTO and leave policies, professional development funds, and remote work stipend.
ACF ENVIRONMENT
The work of our team is centered on the core values of the Amalgamated Foundation: Collaboration, Accountability, People First and Impact. We share a commitment to curiosity, growth and respect and are a lean team of doers and problem solvers. We are proud of our work in supporting the collective effort to make the world a more equitable and kinder place. The ACF environment is curious, flexible, committed, and willing to learn and grow as part of a small, collaborative team. As well as joyfully able to work in a start-up environment.
At the Amalgamated Charitable Foundation, we value a diverse, inclusive workforce and we provide equal employment opportunity for all applicants and employees. All qualified applicants for employment will be considered without regard to an individual’s race, color, sex, gender identity, gender expression, religion, age, national origin or ancestry, citizenship, physical or mental disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military or veteran status, or any other basis protected by federal, state or local laws. Women, people of color, members of the LGBTQ community, and people from working-class backgrounds and/or with lived experiences are strongly encouraged to apply.
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