Executive Coordinator

Job Title: Executive Coordinator 

Reports to: COO

Job Status: Full time (40 hours/week)

Salary Range: $55,000 - $65,000

Application Deadline: September 20, 2024

Location:  Washington, DC area

About Generation Hope: 

Generation Hope is a nonprofit organization with a mission to ensure all student parents have the opportunities to succeed and experience economic mobility by engaging education and policy partners to drive systemic change and providing direct support to teen parents in college as well as their children through holistic, two-generation programming. To date, we have provided over $1.3 million in tuition assistance, supported almost 500 teen parents in college, celebrated nearly 200 degrees earned through our program, and built relationships with 30+ two and four-year institutions nationwide. For more information, please visit www.generationhope.org.

By joining our team, you will work for an organization recognized as 'one of the best nonprofits' by Spur Local. This is a testament to our commitment to living out and operationalizing our values and creating a culture that genuinely supports every staff member. The best part of our organization is the people, from the families we serve to the team we have deliberately cultivated. We strive for excellence while understanding our most valuable asset is our people. We celebrate and encourage diversity in all forms, including thought, professional and lived experiences, race, and gender. If this sounds like a mission and work environment you want to contribute to and grow with, please consider joining our team.

Job Description 

The Executive Coordinator plays a crucial role in our organization. You will partner with the COO to support administrative and business processes for effective functioning. You will coordinate with internal and external stakeholders to process, distribute, and prioritize incoming requests for the COO. You will provide value-added management of the COO’s calendar, ensuring the COO has the information needed to ensure effective meetings and events and prioritize meetings based on the organization’s goals supporting the current strategic plan. You will also manage travel arrangements and expense processing, coordinate special projects as directed, and proactively solve logistical and/or process challenges on behalf of the COO.

Executive Administrative Support (70%)

• Act as a gatekeeper for the COO, working closely with internal and external constituents to successfully plan and arrange the COO’s activities.
• Manage and maintain the COO’s calendar. Schedule and confirm all appointments, meetings, and events while coordinating related logistics.
• Keep the COO informed of upcoming commitments and responsibilities, following up appropriately. Communicate cross-departmentally to ensure that the COO is given and reviews all necessary materials in preparation for meetings and other activities and that he remains on track for activities and events during the day.
• Build and nurture critical relationships across Generation Hope and with external audiences to provide a bridge for smooth communications. 
• Demonstrate leadership in all interactions, maintaining credibility, trust, support, and appropriate discretion and confidentiality regarding the COO's work.
• Attend and provide administrative support for meetings led by the COO, including taking minutes, circulating meeting materials in advance to attendees, managing technology needs for virtual and hybrid meetings, tracking follow-up items, sending out notes after meetings, ordering food as appropriate for in-person meetings, etc.
• Handle and submit the COO’s expense records.
• Notify the COO of issues or concerns promptly, using sound judgment to suggest solutions and/or opportunities. When necessary, draft initial responses for the COO’s review and may be primarily responsible for distributing the message/response.
• Develop and maintain systems and processes to maximize the COO's time and increase efficiency across the organization.
• Coordinate all travel for the COO and create corresponding detailed itineraries.

Executive Coordination (30%)

• Maintain frequent contact and work closely to coordinate the goals of the COO with their direct reports.
• Work closely with the Executive Manager of the CEO to ensure seamless coordination of activities and scheduling.
• Prioritize conflicting needs, handling matters expeditiously and proactively.
• Follow-through on projects to successful completion, often with deadline pressures.
• Manage and ensure appropriate and timely follow-up on internal and external requests for information or action.
• Support COO board committee participation and leadership by ensuring that materials, agendas, timelines, and ongoing communication are coordinated and communicated with applicable committee members promptly.
• Create Word, sophisticated PowerPoint/Canva, and Excel presentations, charts, and reports with solid attention to accuracy and detail. Update and maintain document templates. Ensure materials and presentations to internal constituents, board members, and other groups are prepared and distributed promptly.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting correspondence and other tasks that facilitate the COO’s ability to lead effectively.
• Undertake other duties and special projects as directed.
• Assist the operations team with coordinating staff bonding activities, retreats, and trainings as needed.

REQUIRED SKILLS AND KNOWLEDGE:

• Personal qualities of integrity, credibility, and commitment to Generation Hope's mission.
• Bachelor’s degree or an equivalent combination of education and experience is required. Minimum five years of related professional administrative work experience that includes experience in providing scheduling and special assistance to executive-level staff of an organization/office. Must be authorized to work for any employer in the U.S.
• Demonstrated ability to deploy high-level judgment, discretion, and confidentiality. 
• Ability to think ahead and plan proactively in a dynamic, evolving, fast-paced environment. 
• Ability to lead with curiosity to attain the information and perspectives required to produce deeply value-added work. 
• A diplomatic and mature demeanor with the ability to interact with all levels of internal and external constituents, especially deploying excellent written and oral communication skills. 
• Acute attention to detail and relentless commitment to follow through. Strong project management skills; self-starter; cooperative and flexible. 
• Demonstrated ability to work independently as well as with a team.
• Experience supporting executives in virtual meetings, including video platforms such as Zoom, Google Meet, etc.
• Excellent speaking, writing, and editing/proofreading skills.
• Strong interpersonal skills to work collaboratively within Generation Hope and with external stakeholders. 
• Ability to think creatively, initiate and manage projects, hold others accountable to tasks, even those in leadership, and follow through on plans. 
• Evidence of consistently making good decisions through analysis, wisdom, experience, and judgment. 
• Exceptionally detail-oriented, organized, and deadline-driven. 
• Proficiency in MS Office Suite is required; familiarity with G Workspace, Canva, Monday.com, and Formstack is preferred.
• Desire to work in a highly entrepreneurial and mission-driven organization.
• Enjoys supporting an executive in achieving organizational goals.
• Personal and professional commitment to understanding and dismantling systemic and institutional racism.

TRAVEL

• This position requires travel for activities such as meetings, classes, and workshops in and out of the DC Metro area. Must be able to travel (via plane, train, or car) to attend trainings, conferences, project sites, and related activities.
• Regular overnight travel is required approximately 10% of the time.

 CANDIDATES MUST RESIDE IN WASHINGTON, D.C., VIRGINIA, OR MARYLAND BEFORE THE EMPLOYMENT START DATE. 

Generation Hope has a hybrid remote and in-office work model.

Generation Hope provides full benefits, including 403(b), health, dental, and paid time off. More information on benefits can be found at generationhope.org/careers. As a safeguard to the health of our employees, participants, and community, all new hires must be fully vaccinated against COVID-19 by the employment start date. Our full vaccination policy is available here. 

To apply, please complete the online application.  If this link does not work, you can access the application at the following link: https://www.generationhope.org/careers. 

Generation Hope is an equal-opportunity employer. Generation Hope will not discriminate on any basis prohibited by law, including marital status, personal appearance, sexual orientation, gender identity or expression, family responsibility, matriculation, political affiliation, race, color, religion, sex (including pregnancy, childbirth, related medical conditions, breastfeeding, or reproductive health decisions), age, national origin, genetic information, veteran status, and disability.