Remote Coordinator, Executive Office chez Jobsforthefuture

We will close the application on December 5, 2024, or once we've received 300 applications, whichever occurs first. 

About JFF 

Jobs for the Future (JFF) drives transformation of the U.S. education and workforce systems to achieve equitable economic advancement for all. Seeing that millions of people are unfairly shut out of quality jobs and the chance for a better life, our goal is to align education, workforce, and employment changemakers toward a shared North Star: By 2033, 75 million people facing systemic barriers to advancement will work in quality jobs.  

To achieve that goal, we design solutions, scale best practices, influence policy and action, and invest in innovation. With a staff of more than 300 people across the country working remotely and in offices in Boston (headquarters), Washington, DC, and Oakland, California, we operate at the national, state, and local levels, forging deep partnerships with employers, investors, entrepreneurs, policymakers, and education and workforce development providers to break down barriers and reimagine what’s possible.   

We’re on a path of ongoing growth and expanding impact. We have an operating budget of $105 million, and we’re funded by dozens of leading government agencies, foundations, and corporations. Learn more about JFF and join us as we build a future that works—for everyone.  

DEIBW at JFF  

Diversity, equity, inclusion, belonging, and well-being (DEIBW) are core to JFF’s North Star and mission. We employ and build diverse teams across race, ethnicity, sex, gender identity and expression, age, and lived experiences and are constantly working toward ensuring these differences are celebrated and included. We aim to cultivate a culture that centers the overall care, well-being, and success of the employee through flexible work hours, balanced workloads, professional development, and equitable career advancement opportunities. Learn more about what DEIBW looks like in practice at JFF. 

We seek to invest in and learn from those who represent the communities we serve, particularly individuals from populations who have been explicitly or implicitly excluded from the workforce. Knowing its importance to the success of our work and the engagement of our staff members, we aspire to attract and retain a diverse team and welcome people of all backgrounds to apply to our open roles. JFF is a fair chance employer and in alignment to our North Star, we strongly encourage individuals whose highest level of education attained is less than a 4-year degree; People of Color; and people with records to apply. 

About the Position  

The Executive Office at JFF drives strategic cross-functional collaboration to ensure the successful execution of the Chief Executive Officer and JFF organizational priorities. The Executive Office’s primary responsibility is to support the work of JFF’s CEO, Maria Flynn, which encompasses the full scope of her work across JFF, JFF’s affiliate organizations, JFF's Board of Directors, and stakeholders. 

Reporting to the Chief of Staff, the Coordinator, Executive Office will provide comprehensive administrative support to the Executive Office across three core workstreams: executive task management; executive engagements; and executive operations. 

This is an exciting opportunity for a proactive and critical thinker to work closely with the CEO and their team, gain exposure to various career tracks, and develop relationships with senior and executive level leaders. This dynamic and highly collaborative position requires an ability to approach tasks with a level of urgency, importance, and adherence to a high level of confidentiality. The ideal candidate will possess great facility for collaboration with interdependent teams and be extremely well-organized with excellent attention to detail. 

What You'll Do   

 Provide administrative support to the Executive Office 

• Support the Executive Assistant with calendar management and organization to prioritize inquiries and requests while troubleshooting conflicts. 

• Support the Executive Assistant and Senior Manager in collecting and preparing information for the CEO’s meetings with staff and external parties; design and produce documents, emails, and agendas as needed. 

• Support the Executive Office with virtual and in-person meeting and event planning, including but not limited to coordinating hotel and dinner reservations, event invitations, gifts, etc. 

• Support with executive office data entry and management; triaging to internal channels and updating Asana and SharePoint as appropriate. 

• Support with travel booking and aligning details across Executive Office systems. 

• Support the team to proactively ensure the CEO is prepared for the following week’s engagements. 

• As assigned, act as the point of contact between the Executive Office and internal or external colleagues. 

• Update and maintain contacts list in Salesforce; log calls/import meeting notes.   

• Manage contracts processing and track payables for specific vendors; complete expense reports; manage Amex reconciliation in NetSuite, submit invoices. 

 Support other work within the Executive Office 

• As assigned, act as the Hiring Coordinator for roles within the Executive Office: provide critical support to the search team by liaising with candidates advancing through the selection process. 

• Ad hoc administrative support with projects and requests related to the Executive Office. 

 Who You Are   

The qualifications listed within the job description are intended as a guide and we do not expect candidates to bring all experiences and skills listed. Research supports that self-selecting out of potential professional opportunities is particularly common among individuals with identities that are marginalized in professional spaces. So, if you believe that you can meet the overall expectations of the position, we encourage you to apply so that we have an opportunity to learn more about you and the unique strengths you would bring to the work. 

• You have an interest in or exposure to supporting teams through administrative and/or operations activities (New hires at the Coordinator level at JFF typically bring 0-2 years of prior professional experience through a combination of full-time, part-time, internship, and/or freelance positions)  

• You are highly organized with the ability to prioritize your workload, multitask, and deliver quality work that supports you and your team’s ambitious goals. 

• You can quickly learn and adopt new approaches, processes, and technology that support you and your team’s work, ideally having familiarity using SharePoint, Asana, Salesforce, or similar platforms. 

• You value relationships and make it a priority to build positive relationships with a diverse range of internal and external stakeholders 

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