Special Assistant to the Executive Director, Bay Area

Job Type

Full Time

Published

07/28/2018

Address

1111 Broadway
Oakland
CA

United States

Description

About iMentor

iMentor builds mentoring relationships that empower students in low-income communities to graduate high school, succeed in college, and achieve their ambitions. Students work with their mentors one-on-one, in-person and online, to develop strong personal relationships, nurture a college aspiration, navigate the college application process, and build critical skills that lead to college success. In New York City, Chicago, and the Bay Area, iMentor partners with public schools to ensure every student in the schools receives a mentor. iMentor also provides its curriculum, technology, and best practices to help nonprofits run effective programs in the iMentor model.


This year, iMentor is serving over 500 mentor-mentee pairs in the Bay Area and 7,100 more nationwide. In 2016, the San Francisco Bay Area became iMentor’s first region on the West Coast. We are currently serving schools in Oakland and San Jose with a goal to expand in the upcoming years.


iMentor has been recognized through funding from many of the leading education funders in the country, including the Ballmer Group, the Michael & Susan Dell Foundation, the Robin Hood Foundation, the Bezos Family Foundation, New Profit Inc., and the Kresge Foundation. As a team, we are collaborative, fun, bring passion and joy to our work, and deeply believe in human potential. iMentor was recently named one of the Best Nonprofits to Work For by Opportunity Knocks and The Nonprofit Times. Read more about our work and values at: http://www.imentor.org

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Position Overview

iMentor is seeking a highly motivated, organized, and meticulous individual to provide a wide range of support to the iMentor Bay Area office, including operations support, scheduling, research, and special projects. As an ambassador of iMentor and the Executive Director, the Special Assistant to the Executive Director (SAED) works with a diverse group of iMentor's constituents and plays a key role in enabling the iMentor Bay Area office to operate more efficiently and effectively towards reaching their ambitious goals. This person will work collaboratively with all members of the iMentor Bay Area team and will report directly to the Executive Director. The ideal candidate will have three (3) or more years of office experience, have keen customer service orientation and the ability to think on their feet and prioritize when facing multiple demands. This person will have the opportunity to learn more about what it takes to keep a fast-paced non-profit running smoothly and effectively.

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Responsibilities

Operational & Event Support

  • Handle phone and postal mail inquiries and respond appropriately
  • Lead logistics of staff meetings, retreats, program events, etc.
  • Serve as point person with national Operations team to troubleshoot basic office IT issues, order office supplies, take furniture and technology inventory and other ad hoc projects
  • In partnership with Executive Director, manage day-to-day relationships with vendors and building management
  • Participate and support in planning and execution of local iMentor events including, but not limited to program orientations, pair events and recruitment fairs, requiring occasional evening and/or weekend events


Scheduling and Meeting Preparation

  • Maintain the Executive Director’s schedule including day-to-day and long-term management of meetings, ongoing priorities, projects, and travel
  • Serve as an ambassador for iMentor, creating an excellent first impression of the organization as the first point of contact for a wide variety of high-level relationships between Executive Director and outside contacts
  • Ensure Executive Director is prepared for upcoming meetings by providing daily briefings, gathering materials necessary for each meeting, and developing agendas as needed and allocating time to accomplish necessary tasks and desk work
  • Coordinate logistics, provide advance materials, and execute follow-up for the Executive Director’s meetings


Administrative Support

  • Assist in planning travel for the Executive Director, including researching air and ground transportation and ensuring that the ED’s travel is both cost and time efficient
  • Process all office-related vendor payments and submit vendor payment requests to the National Finance team
  • Manage tracking of receipts & expenses and submit monthly AMEX report for Executive Director
  • Provide additional administrative and data entry support in Salesforce to the Development team
  • Work with Executive Director to scope and assist additional projects/tasks as needed

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Qualifications

  • Three (3) or more years of office experience; preference for experience in nonprofit management, higher education, legal or business fields
  • Proven organization and time management skills to complete a high volume of varied responsibilities in a fast-paced setting and deadline-driven environment
  • Meticulous about details and follow up; subscribes to the belief that no task is too big or too small
  • Extremely customer service oriented; gladly willing to be the face of iMentor Bay Area for visitors or callers and can handle high-volume of questions, emails and calls
  • Excellent relationship builder; able to communicate with firmness and warmth, and to demonstrate a high level of tact, discretion, humility, and diplomacy with all internal and external stakeholders.
  • Demonstrated ability to maintain confidential/sensitive information
  • Superb communication skills (oral and written) with a concise, clear and compelling style
  • Skilled in all aspects of planning and project management, able to take an idea from concept to completion
  • Self-directed and able to work independently; resourceful, strategic problem-solving ability
  • Flexible and adaptable; open to change, learning, and improvement
  • Aligned in thought and action with iMentor's values (http://www.imentor.org/values)
  • Views differences between individuals (race, gender, age, cultural heritage, physical ability, education and lifestyle) as an asset and demonstrates an appreciation of the diversity within iMentor
  • Bachelor’s degree required
  • Spanish speaking preferred, but not required
  • Employment is contingent upon the completion of a satisfactory fingerprinting and criminal background check



Compensation & Benefits

  • Salary commensurate with experience
  • Up to 100% employer funded comprehensive medical and dental coverage
  • 18 days paid annual vacation and 13 paid holidays + most iMentor functions closed between Christmas and New Year’s Day
  • 401K match up to 4%
  • Significant opportunities for professional development and growth



How to Apply

Visit www.imentor.org/jobs to submit a resume and detailed cover letter describing your interest in and qualifications for the position. Applications will be considered on a rolling basis, so it is in candidates’ best interest to apply as soon as possible. No phone, email, mail, or fax inquiries will receive a response.

iMentor is an Equal Opportunity Employer



Benefits

Compensation & Benefits

  • Salary commensurate with experience
  • Up to 100% employer funded comprehensive medical and dental coverage
  • 18 days paid annual vacation and 13 paid holidays + most iMentor functions closed between Christmas and New Year’s Day
  • 401K match up to 4%
  • Significant opportunities for professional development and growth


Professional Level

Entry level

Minimum Education Required

4-year degree


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