Job Description

LitWorld is looking for passionate, creative leaders who are inspired by our mission and committed to supporting young people. LitWorld seeks an Operations Coordinator who will provide critical executive support to the Executive Director (and other members of the leadership team, as needed) and ensure high levels of productivity on key organizational priorities. Additionally, the Operations Coordinator will manage all in-person scheduling logistics for the team, support events (such as board meetings and fundraising events) and provide administrative support on human resources, finance and operations.

The Operations Coordinator will be based in the New York City Metropolitan area and reports directly to the Executive Director. This is a role with significant administrative and operational responsibilities that will have a strong impact on the future of LitWorld.
Key Responsibilities

The primary responsibilities will include, but are not limited to the following:

Executive Leadership Support for the Executive Director and Leadership Team

• Schedule and organize team (and board) meetings and conference calls ensuring that meetings run smoothly
• Prepare meeting materials for internal and external stakeholders including supporting with any post-meeting follow-up action items
• Provide strategic management of time and calendars for the Executive Director
• Support with the annual budget and audit process
• Prepare briefing materials, meeting agendas, and summaries of meetings (logging minutes and taking detailed notes), conferences and other events, as needed
• Lead the the information gathering process, leveraging Salesforce and Google Drive to collect, organize, and manage critical data

Administrative & HR/Finance Operations

• Support the Bookkeeper with financial statements, expense reports and collect/log receipts
• Ensure a timely monthly close and efficient and consistent invoice and contract management with strong internal controls
• Coordinate payments to external vendors and contractors
• Support employee lifecycle logistics, including employee onboarding process, oversee and administer staff Paid Time Off (PTO) requests and balances, and manage/source insurance vendors
• Coordinate communication and collaboration with pro bono legal counsel to ensure the efficient delivery of legal services
• Manage LitWorld’s office, including creating and maintaining systems for inventory, handling telephone communications and developing a staffing schedule for in-person office days
• Provide coverage of mailroom operations, including pick-up, sorting and distributing of mail and packages
• Improve operational processes and identify opportunities for system enhancements while staying up to date on industry trends and emerging technologies

Qualifications

Success in this position will require, but not be limited to, the following proven experiences and competencies:

• 2+ years of experience providing administrative and operational support
• Undergraduate degree or equivalent professional experience highly preferred
• Advanced working proficiency of all levels of Microsoft (Word, Excel, PowerPoint), Google Suite and virtual meeting platforms (Zoom, Google Meets, etc.)
• In-depth knowledge of Salesforce features such as reports and dashboards, highly preferred
• Experience managing logistics for meetings (in-person and virtual) and events
• Highly organized with a high level of attention to detail and ability to juggle multiple competing priorities simultaneously
• Strong writing, proofreading and editing skills
• Professional proficiency in a world language a strong plus, Spanish highly preferred
• Deep commitment to diversity, equity and inclusion
• Self-motivated, flexible, and entrepreneurial
• Ability to work independently and collaboratively in a fast paced environment

Compensation and Benefits

• The salary for this position is $60,000, commensurate with experience
• Hybrid work schedule with option to work remotely up to 3x per week
• 401(k) and health insurance (medical, dental and vision) plans
• Full time employees receive paid federal holidays, generous PTO, which includes personal and sick time

LitWorld is an Equal Opportunity Employer and strives to build a staff that reflects the cultural diversity of the communities and neighborhoods we serve. LitWorld does not discriminate on the basis of race, color, gender identity, disability, age, religion, sexual orientation, or national or ethnic origin. BIPOC individuals are encouraged to apply. By submitting this online application form, you consent to be contacted via email with important updates and other information from RCG Talent Solutions.

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Job Tags: administrative and operations. Salaries: 60,000 - 80,000.

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