Coordinator, Operations

 

Responsibilities

The Coordinator, Operations is responsible for providing comprehensive, proactive operational and administrative support to Aperio’s senior team and operations. As the day-to-day partner of 2-4 Managing Directors on the senior team, the Coordinator supports scheduling, travel, and other projects with the goal of freeing up leadership time for strategic management, client, and business development efforts. As a member of the Operations team, the Coordinator streamlines and contributes to processes and projects related to human resources, IT, accounting, and other operations.

Senior team support (70%)

  • Maintains a working knowledge of the roles, priorities, and work styles of each assigned senior team member

  • Works with each assigned senior team member to define support needs and create solutions

  • Proactively identifies and fulfills support needs

  • Serves as a point person for requests of senior team members, helping to organize and prioritize incoming questions, approval requests, input needs, and action items

  • Provides frequent reminders regarding next steps on clients, business development, management, and other tasks in the format that the senior team member prefers

  • Maintains a working knowledge of upcoming deliverables and projects that require senior team time; supports senior team members in planning ahead and fulfilling their responsibilities

  • Supports senior team members in optimizing their calendars, achieving individual objectives for managing time and protecting space to focus on priorities

  • Schedules meetings with internal and external stakeholders—including clients, clients’ donors, prospective clients, and other key relationships—in a quick, friendly, and flexible manner

  • Facilitates and coordinates meetings including location, catering, and audio/video requirements

  • Prepares and/or sources meeting agendas and prep materials, as needed

  • Enters information into Aperio’s CRM, including contact information, meeting notes, and next steps related to business development relationships

  • Prepares communications, emails, letters, and memoranda, as needed

  • Arranges travel plans

  • Completes and submits expense reports

Operations (30%)

  • Proactively creates processes for effective and efficient operation of the company

  • Serves as a subject-matter expert on the various technology platforms that Aperio uses, including Microsoft Office, Asana, Salesmate (CRM), Forecast (time management), and others

  • Serves as a leader in organization for the operations team, ensuring that project plans and next steps move forward by providing reminders to the team

  • Enters team project plans and next steps into Aperio’s project-management tool, Asana

  • Serves as the ‘manager’ of Aperio’s virtual office

  • Plans the logistics for staff events and retreats, including agenda, travel, location, catering, and audio/video requirements

  • Supports the onboarding of new team members with support including ordering supplies, setting up accounts, creating onboarding schedules, arranging meetings, and other duties

  • Orders IT equipment and maintain an accurate inventory

  • Orders office supplies

  • Maintains a working knowledge of the Aperio vision, strategy, and plan

  • Undertakes special projects as assigned

  • Performs other related duties as assigned

Qualifications

  • 2+ years of work experience; executive-level administrative experience preferred

  • Proficient in Microsoft Office Excel, PowerPoint, Word, and Outlook, including advanced formatting and style capabilities

  • Sensitivity to confidential matters is required

  • Strong relationship management, interpersonal, and communication (written and oral) skills

  • Ability to work well with all levels of staff, management, vendor, etc.

  • Demonstrated ability to manage complex projects to successful outcomes

  • Self-starter with ability to complete tasks with minimal direction and supervision

  • Operationally minded, exceptional detail orientation, and consistent follow-through

  • Outstanding organizational skills and ability

  • Entrepreneurial style

  • Bachelor’s degree preferred

  • Ability to travel, as needed

The details

Location

This role combines remote work-from-home and on-site support requirements for events.

To facilitate work-from-home, Aperio provides essential technology equipment and:

  • A $250 home office set-up stipend at 90 days

  • A monthly mobile phone reimbursement of $75 per month

Compensation

Aperio is pleased to offer competitive compensation and benefits, as well as accelerated career development opportunities.

Base compensation for this role is $40,000 - $60,000 commensurate with experience in executive assistance and operations. Bonus and promotion opportunities available.

Benefits include:

  • Flexible scheduling

  • Paid time off (PTO) starting at 4 weeks per year

  • 10-15 holiday days per year, including closure over the year-end holidays

  • Medical, dental, and vision insurance

  • 401K with company matching of 100% of employee contributions up to the first 3% of pay and then 50% of employee contributions on the next 2% of pay

Application

To apply for this role, please click on the link below.