Junior Chief of Staff Oakland, CA
Job description
Organizational Overview
RepresentEd provides underrepresented nontraditional students with the necessary tools and support to launch into successful careers after graduation. We partner with Bay Area organizations, companies, and institutions to advance students’ potential for leadership roles through training, mentorship and work experience opportunities.
www.representedleadership.org
Position Overview
Role
RepresentEd Leadership is seeking a Jr. Chief of Staff to support the Chief Executive Officer and the RepresentEd team. As an operational extension of the CEO, you will be a critical gatekeeper and organizer, multiplying the CEO’s leverage and the organization’s ability to function smoothly and efficiently. You will manage all virtual and in-person logistics, events, calendaring for the team and coordination of communications across a wide array of internal and external stakeholders. From time to time, you may also lead the execution of special projects and initiatives for a fast-growing, community-focused organization.
This is a hybrid role with a mix of virtual and in-office presence. Our offices are in downtown Oakland, two blocks from the 12th Street BART station.
This is currently an hourly role with strong potential to convert to full-time within 6 months. The role is estimated at 25-30 hours per week. The role will pay $30-35 an hour.
This is an amazing growth opportunity for someone who has wanted access to high-level communications and/or visibility into the executive function of a team!
Responsibilities
Administrative & Logistics Leadership
- Managing the executive’s calendar and availability, including scheduling and prioritizing the most sensitive and strategic matters
- Owning and leading internal team meetings (including setting agendas, facilitating the group, keeping meeting notes, and driving accountability for follow-ups)
- Handling scheduling and logistics for all external and internal meetings (including establishing availability, sending reminders, and organizing details such as location and catering when necessary)
- Leading the planning and execution of events with external partners (logistics), and serving as primary point of contact for all participants
Communications
- Writing and editing emails and preparing communications on the executive’s behalf
- Preparing materials and agendas for external meetings
- Drafting weekly newsletters for the RepresentEd community
- Supporting collection and drafting of various reports and grant applications
Office & Team Operations
- Organizing staff events
- Managing day-to-day office services (e.g. IT, building access, mail and packages, emergency plans, etc.)
- Researching and recommending solutions to solve team’s operational challenges
- Supporting tools selection, systems migrations and data maintenance
Cross-Functional Support
- Be the eyes across the organization to identify blockers, provide context and drive accountability for key timelines and decision-making
- Supporting recruitment, onboarding, and training of RepresentEd team members
- Supporting fundraising efforts including research, materials development and building and nurturing RepresentEd’s fundraising relationships
- Supporting the head of Programming to coordinate resources from across team and integrate Programming’s objectives and timelines with CEO’s priorities
Requirements:
Basic Requirements
- Passion for working with underserved and marginalized populations, and an alignment with our values of Equity, Empowerment, Progress, and Connection
- Strong communication and interpersonal skills, the ability to effectively communicate in both written and verbal form with a wide range of individuals and constituencies in a diverse community
- Organization and planning skills, strong time management and ability to meet deadlines under time constraints
- Resourcefulness and critical thinking skills to proactively and seamlessly manage internal and external stakeholders
- Proactivity and self-direction, the ability to work autonomously and/or the ability to seek out the resources and information you need to get your work done effectively
- Experience with administrative tasks including calendar management, editing, appointment setting, agendas, and meeting logistics
- Proficiency with GSuite, Word, Excel
Ideal Requirements
- Undergraduate degree and 2+ years of relevant professional working experience
- Previous experience supporting a senior executive
- Working knowledge in one or more designated core operational areas, such as fundraising, operations, curriculum design, program management, or recruiting
- Advanced skills in process design and improvement, with experience analyzing and redesigning systems, processes, and procedures
- Experience with learning and using tools for project management, communications, database and relationship management (e.g. Hubspot, Slack, Monday, etc.)
- Demonstrated ability to research, learn, and implement new technologies
Perks
- Monthly team outings
- Weekly Team Lunch provided
- Commuting stipend
- Ongoing Professional Development Sessions
Job Type: Contract
Pay: $30.00 - $35.00 per hour
Work Location: Hybrid remote in Oakland, CA 94612
