Experience:
No experience
Employment Type:
Full time
Posted:
4/11/2019
Job Category:
Administration
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Special Events and Office Manager
Summer Search | Boston, Massachusetts
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Job Description

SPECIAL EVENTS AND OFFICE MANAGER

SUMMER SEARCH BOSTON

While young people from low-income communities - who are disproportionately young people of color - face systemic inequities in school, in the workforce, and in life, they possess unique strengths, resilience and tremendous potential. When provided with support and resources, these young people fulfill their potential and achieve success in school, work and life.

Through a combination of mentoring and transformative experiences, Summer Search supports young people to successfully transition from adolescence into adulthood. We aim to unleash the potential of our young people while also building a toolkit for navigating and challenging systemic barriers to higher education and career opportunities.

THE OPPORTUNITY

The Special Events and Office Manager provides high-quality operational support for our Boston office. Reporting to the Director of Program Operations, this hire will ensure smooth day-to-day business operations and play an essential role in executing approximately 10 annual student and community-facing events. This is a perfect opportunity for a highly organized planner and problem-solver to contribute to the daily operations of a fast-paced office and join a team that is committed to learning, social and racial justice, and the students we serve.

The Operations and Program Assistant will contribute to the overall success of the organization's internal operations by playing a key role in coordinating office management processes, procedures, and systems for our National headquarter team and San Francisco program team, which are housed in one space. This position will also support the program team by providing essential office operations management and program logistical support. This role is an excellent opportunity for a dynamic, systems-oriented individual that thrives in a fast-paced environment while working for a growing nonprofit organization that stands at an exciting inflection point in its history. This position will report directly to the National Business Operations Manager, but be held accountable to achieve deliverables that support both the National team and the San Francisco team, with equal time spent for both teams (though likely there would be seasonal shifts in time requirements based on each team's "peak seasons" of the calendar year).

WHAT YOU'LL DO

Event Management (40%)

* Lead and/or support the planning and implementation of Summer Search major events including the Sophomore Orientation Workshops, Fitness Challenge & Wilderness orientations, College Day, Senior Search, Summer Send-off, Summer Party, Fall Event, Business Leaders Breakfast, and the Leadership Dinner. Develop schedules, monitor progress to ensure deadlines are met, and provide exceptional leadership across all projects to ensure a collaborative and cohesive environment.
* Work with departmental leadership to manage the creation of event project plans, corresponding budgets, policy manuals, and ongoing process documentation. Deliver and execute on recommendations to address potential process improvements.
* Manage, train and educate staff responsible for event execution on proper event procedures.
* Coordinate marketing and PR to promote and publicize each event
* Conduct pre- and post-event evaluations and report on outcomes

Operations Management (40%)

* Take responsibility for routine daily activities such as incoming and outgoing mail, routing incoming philanthropic gifts (e.g. checks, credit card payments) to the appropriate parties, and routing general phone and email inquiries.
* Manage the upkeep of office equipment, telephone system, and broadband service, including serving as primary contact with vendors, troubleshooting basic technical issues, and addressing maintenance needs.
* Liaise with building management as needed.
* Track and maintain office supplies needs and ensure tidiness of the office.
* Proactively identify ways to improve procedures and policies for smooth daily operations, taking care to anticipate and address opportunities to create greater efficiencies in the office.
* Serve as a welcoming and friendly greeter to office visitors, including students and families.
* Orient new hires to office procedures and coordinate with hiring manager to set up work stations and other key logistics.
* Manage the paperwork for staff reimbursements, petty cash, invoice payments, and credit card reconciliation.

Program Team Support (20%)

* Support program operations with data entry, printing, and event logistics and coordination.
* Provide scheduling support for Executive Director and team gatherings.
* Oversee some project work, such as maintaining old student files and communicating with external audiences.
* Pitch in as needed with short- and long-term requests from program staff.

WHO YOU ARE

The Special Events and Office Manager calls for a meticulous and self-motivated individual who loves details, logistics, and operations. Strong candidates will bring:

* EXPERIENCE: At least five years of professional work experience, ideally in event management, operations or an administrative role, ideally in an education or nonprofit setting. Prior experience planning events is strongly preferred.
* ORGANIZATIONAL SKILLS: Juggles multiple workstreams and keeps track of deadlines and deliverables. Completes tasks in a timely manner.
* ATTENTION TO DETAIL: Eagle eye attention to detail and thoroughness in accomplishing tasks, no matter how small. Ensures the accuracy of information and work product.
* FLEXIBILITY AND PROBLEM SOLVING SKILLS: Diagnoses and addresses problems head-on, with the agility to respond to unexpected changes in a thoughtful and calm fashion.
* INTERPERSONAL SKILLS: Ease and enjoyment in interacting with a variety of individuals, including students, staff, families, vendors, and other parties.
* INITIATIVE: Proactive and self-led, with a tendency to identify and act upon opportunities for improvements. Willing and able to "figure out" tasks that may be less familiar.
* CUSTOMER SERVICE ORIENTATION: Proactively addresses user (e.g. staff, students, external partners) concerns and needs. A "can do" attitude, and responsiveness and follow-through. Prior experience working with external vendors/partners is a plus.
* TEAMWORK: Demonstrated ability to coordinate team member participation on projects, delegating tasks and communicating clear expectations for others.
* TECHNICAL KNOW-HOW: Proficiency in database and Microsoft Word, Outlook, and Excel. Salesforce experience is a plus.

Additionally, all Summer Search staff bring a commitment to our mission of unleashing students' potential through mentoring and transformative experiences, as well as the ability to thrive in an environment that values excellence, gratitude, well-being, diversity, authenticity, and collaboration.

The salary range for this position is $50,000 - $62,000.

OUR BENEFITS

* We are committed to staff learning, growth and development. Our investment includes:
* Medical insurance with up to 90% employer contribution
* Dental, vision, FSA, life and disability insurance plans
* 401 (K) and Employer Match up to $2,000 annually
* Generous time off including 15 vacation days, 10 sick days, and 18 holidays (3 floating holidays of your choice, a birthday day-off, 10 company-wide holidays, and a 1-week December closure).
* Individual, local, regional and national training;
* A commitment to developing leaders from within the organization
* An organizational culture that supports staff well-being and holistic self-care/community care
* Ample opportunities to connect with the students and communities we serve

OUR COMMITMENT TO EQUITY, DIVERSITY, AND INCLUSION

With a staff that cares deeply about social justice and racial justice, we believe that diverse perspectives and backgrounds create a rich work environment and enhance our ability to pursue our mission. We are committed to building an organization with raised consciousness in order to impact how we work with students, as well as how we work together as a team. We hope you will join us as we continue to build a justice-centered organization that fosters a work environment where people from all backgrounds are welcomed and valued.

HOW TO APPLY

Select "Apply for this Position" below to submit a resume and targeted cover letter, addressed Jasmine Toussaint, Director of Program Operations, that answers the question, "Why are you interested in the Special Events and Office Manager opportunity at Summer Search?"

SUMMER SEARCH IS AN EQUAL OPPORTUNITY EMPLOYER.

About Summer Search

Summer Search is a leadership development program with a unique commitment to providing ongoing and long-term support for low-income high school students. Founded in San Francisco in 1990, Summer Search now operates seven offices nationwide helping to place more than 1,100 high school students annually on a path of positive change.

This company profile was created by AfterCollege and is about Summer Search. This page is not endorsed by or affiliated with Summer Search. For questions regarding company profiles, please email: care@aftercollege.com.