Operations Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee the calendar of the Executive Director, which includes scheduling, rescheduling, providing meeting details, and identifying conflicts.

• Keep the organization’s calendar up to date and assist with significant meetings.

• Gather pre-read materials and distribute follow-up communications for major internal meetings.

• Facilitate meetings between staff and external partners.

• Create presentation slides for All Hands meetings and the weekly all-staff email by collecting updates, formatting the content, and sending out reminders.

• Manage invitations and materials for brownbag learning sessions.

• Assist with event administration by updating participant trackers, sending reminders, and processing approved bookings or orders.

• Maintain assigned trackers and documents, ensuring they are current, and flag any missing information or upcoming deadlines.

• Upload receipts for the Executive Director to Bill.com and follow up on any missing expense documentation.

⛳️ Requirements

• A minimum of 3 years of experience in providing administrative, scheduling, or coordination support.

• Proven experience in managing calendars and coordinating meetings with multiple participants across various time zones.

• Exceptional organizational abilities, meticulous attention to detail, and dependable follow-through on deadlines, meeting specifics, and routine responsibilities.

• Strong written and verbal communication skills that are clear and professional.

• Experience in communicating with external contacts and following up on any missing information.

• Proficiency in using shared calendars, spreadsheets, presentation tools, and online meeting platforms.

• Willingness to learn new tools and adhere to established processes.

• Capability to work independently in a remote setting.

• Ability to monitor assigned tasks and communicate progress or any capacity issues.

• Good judgment in handling sensitive information.

• Ability to ask clarifying questions and recognize when a decision requires approval.

• Must be a contractor based in the U.S.

• Availability for up to 20 hours per week.

• Commitment to a six-month fixed-term contract.

🏝️ Benefits

• Potential opportunity to transition to an employee position.

• Part-time schedule offering up to 20 hours per week.

• Flexible remote work arrangement.

• Chance to contribute to impactful climate solutions.