Position Reports to: Chief Operating Officer & Chief Schools Officer
Start Date: Immediate
Compensation: The salary range for this role is $62,400-70,232. (We believe in compensating staff members fairly in relation to each other. We take into consideration qualifications, credentials, years of experience, and one's impact on behalf of the organization - internal and external equity is taken seriously. East Harlem Tutorial Program also offers a comprehensive benefits package.)
FLSA Status: Exempt
Who We Are
East Harlem Tutorial Program (EHTP) began in 1958 as a children's reading group and has since grown into a multi-site after-school program for traditional public school students and a network of public charter schools focused on significantly increasing the college graduation rate in East Harlem. We are on track to serve at least 25% of East Harlem students by 2025, with enrollment for this year at approximately 2200 students in our schools and after school programs. In 2020, 99% of our seniors were accepted to college, and our current scholars in college are on-track to graduate at eight times the national average of their peers.
At EHTP we also aim to serve as an agent of change and thoughtfully contribute to the national fight for racial equity. Through our organization-wide commitment to anti-racism work, we prepare our scholars to effect change, challenge the status quo, and thrive in the world around them. As staff members, we face our own racial identities and conscious and unconscious biases. With this in mind, all of our professional development, curriculum, organizational materials, and processes are designed with a goal of racial justice. Read our racial equity statement here.
We ground all of our work in racial equity, in our core values, and in our four guiding pursuits: the Revolutionary Pursuit of Love, the Radical Pursuit of Knowledge, the Responsive Pursuit of Healing, and in the Relentless Pursuit of Results. These pursuits inform and are reflected in our current four key strategic priorities: to increase high-impact, high-quality academic curriculum, programming content, staff capacity, and coaching; to embrace and advance our use of technology; to deepen our embodiment of ethical and equitable radical humanity; and to efficiently operationalize teaching, learning, community, and care.
About The Opportunity
As Special Assistant to the Chief Operating Officer and Chief Schools Officer you will join a growing team at an ambitious, equity-focused nonprofit with deep roots in the East Harlem community. The COO and CSO are members of the senior management team. You will provide administrative support to ensure the COO & CSO office runs efficiently and collaboratively.
You will manage the COO & CSO calendar and maintain a master calendar tracking the office's activities, deadlines, and events. You will schedule meetings and appointments, facilitate timely communications to and from the COO and CSO, and create and maintain filing systems. You should be a skillful and friendly communicator with excellent organizational skills and judgment, and an attention to detail. You are an energetic team-player who is able to prioritize demands in real-time in a fast-paced environment. You are also committed to antiracist values.
The Scope of Your Role
- Provide administrative support to the COO & CSO
- Facilitate timely communications to and from the COO & CSO across the office's and to external parties
- Researches and prepares materials such as memos, presentations for internal and external audiences
- Coordinates with executive assistant to the CEO on specific projects and assignments
- Process and organizes credit card receipts for COO & CSO
- 2-3 days a week of in-person work may be required for this position based on projects and tasks
- Organize and process invoices for payments to consultants etc
- Document communications of COO and CSO with importance contacts (like trustees in razors edge)
- Manages internal and external special projects in coordination with other departments and/or organizations on behalf of the COO & CSO.
- Drafts and edits various documents including internal/external correspondence.
- Creates and maintains files, reviews drafts and finished documents for accuracy and grammar, including documents of a sensitive or confidential nature.
- Acts as a problem solver for high level concerns that rise to the level of CSO & COO.
- Performs simple to complex data manipulation and aggregation of data.
- Performs other tasks as assigned by the COO & CSO
What You'll Accomplish
- Manage the COO & CSO calendar
- Schedule and facilitate internal and external meetings and appointments
- Schedule and facilitate intra-office meetings among team leaders and staff
- Facilitate COO & CSO communications with team directors, EHTP Senior Management, the Board of Trustees, and external contacts, partners, and contractors
- Assist the COO & CSO in preparing reports, presentations, and other assignments
- Manage a master calendar tracking the office's events, deadlines, and activities
- Provide other administrative duties, such as maintaining contact lists, arranging travel, and ordering supplies
- Manage projects that come from the COO & CSO and ensure adequate progress and communication to stakeholders
The duties listed are NOT set forth for purposes of limiting the assignment of work. They are not to be construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside an employee's normal line of work.
What Qualifies You
Please note that many do not meet 100% of the desired qualifications. If much of this describes you, we encourage you to still apply.
- You have excellent organizational skills, a keen attention to detail, and the ability to prioritize multiple tasks in real-time.
- You are a strong communicator and teammate who thrives in a fast-paced, mission-driven environment
- You have knowledge of calendar management
- You are committed to EHTP's core values and goals
- You are proficient with Microsoft and Google products
- You have the ability to maintain confidentiality
- You have knowledge of principles of project management
- You have strong organizational skills that reflect ability to perform and concurrently prioritize multiple projects with competing deadlines
Your Background and Work Experience
- Bachelor's degree earned from an accredited college or university OR four years of experience in administrative position in non-profit organization, public or private sector supporting an executive level position or team.
- Excellent oral and written communication skills
- Ability to work independently, strong organizational skills, excellent problem solving and respect for confidential information
- Project management experience is necessary and ability to meet deadlines
- Strong customer services orientation
- Bilingual skill is helpful but not required
Thank you for taking the time to submit your application.