Overview
Front Office Coordinator Jobs in Burien, WA at Peralta Orthodontics
Job Summary
The Manager of the Executive Office (MEO) is an experienced non-profit professional who plays a pivotal role in the smooth and effective operations of Proteus Fund and Proteus Action League (PAL). The MEO holds significant responsibility for ensuring seamless communication in supporting the President by facilitating and building connections between Proteus Fund’s leadership and its board of directors for Proteus Fund and Proteus Action League. They manage the Administrative Assistant with ownership of the administrative and in-office workflows.
The MEO’s responsibilities extend beyond administrative coordination and requires a high degree of attention to detail in the development, implementation, and monitoring of key initiatives. This includes overseeing executive outreach and relations efforts, managing executive-level communications, and driving strategic projects in partnership with internal and external stakeholders. The role requires significant judgement and discretion as it directly supports the President in matters of organizational governance and security. The MEO is a key role for the organization as they drive processes, foster collaboration, and ensure the President is well-supported through effective use of technology and communication.
Essential Functions
Executive Office Management
Provides comprehensive administrative support to the President & CEO, including managing schedules, conference attendance, and travel arrangements
Supports Senior Management Team (SMT) meeting management and communications as needed
Assists in managing the President and CEO’s communications and deliverables to external stakeholders
Manages inquiries addressed to the President and CEO; supports in determining appropriate courses of action, referral or response
Assist in the preparation of executive reports, presentations, and correspondence primarily through drafting, proofreading, and revision processes
Acts as a consistent point of contact for communication between the President and CEO’s office and internal departments and programs
Builds relationships with internal and external stakeholders. Upholding credibility, trust, and discretion among senior management, program staff, and other stakeholders.
Assists the Executive and Financial team with Budgets and executive office financial management, including management of executive office consulting and contracts
Board Support and Liaison
Act as the liaison between Proteus Fund and Proteus Action League Boards of Directors and Executive Office
Plan, coordinate, manage, and execute all board meetings including meeting logistics for 2 virtual and 2 in-person meetings annually
Coordinate and prepare materials for board meetings, including agendas, minutes, and materials using OnBoard software
Facilitate efficient and clear communication between the executive leadership team and the board, conveying directives and decisions effectively
Maintain accurate records of board meetings, decisions, and resolutions
Prepare, review, and finalize all agenda, materials and related resources for the board meetings
Staff the Executive, Joint Advisory Governance, and Fundraising Committees and support the CFO on responsibilities to the Finance and Investment and Audit Committees.
Works closely with the Chair of the Joint Advisory Governance Committee, the Board chair, and the President to staff the Board recruitment and nominations process from beginning to orientation and onboarding of new Board members.
As needed, collaborate and support the official Committee minutes.
Administration and Management
Manage, coach, and develop the Administrative Assistant, who is primarily responsible for the day-to-day operational oversight of Proteus Fund’s NYC Office
Ensure tasks are performed in service of board meetings and in-person office needs such as external vendor relationships, invoicing, and other general clerical responsibilities
Manage the coordination of financial information regarding contracts and expenses of the President and team with systems
Supervise, coordinate, and execute special projects including new initiatives and events
Competencies
Commitment to the mission and values of Proteus Fund as a progressive social justice organization.
Exceptional technology skills with the ability to troubleshoot time-sensitive, day-to-day tech issues for the President prior to escalating to IT Help Desk
Knowledge of best practices for office operations and board governance
Significant experience with project management and advanced organizational skills reflecting the ability to manage high priority tasks and responsibilities under tight deadlines and schedules while inspiring others to do the same
Excellent verbal and written communication skills along with editing and research experience
Excellent interpersonal skills with experience managing sensitive and confidential situations with discretion
Ability to manage multiple demands seamlessly and with a high degree of attention to detail
Highly skilled in PC usage, Microsoft Office Platform (including Teams and SharePoint), zoom; Preferred knowledge in OnBoard
High level of proficiency in managing meetings via Zoom, Teams, and similar platforms
Ability to work in a fast-paced environment and experience working efficiently in a virtual setting
Demonstrated commitment to working collaboratively with many teams that are diverse and inclusive
Ability to work in a fast-paced environment and work efficiently in a virtual setting
Ability to work collaboratively with a team that is diverse and inclusive
Education and Experience
This position requires 5+ years of experience working with senior management, senior executives, or presidents in a nonprofit setting.
Position Type and Expected Hours of Work
This is a full-time, salaried, exempt position based in New York requiring 40 hours per week on a hybrid schedule of at least 3 days in office. Business hours are Monday through Friday between 9:00 am and 5:00 pm. Additional hours are occasionally required.
Travel
This position requires a minimum of 5-10% travel for internal meetings and retreats as well as conferences and other events.
Compensation
The salary for this role is $89,867-119,823 and is based on a variety of factors including, but not limited to, geographic location, skill set level, years of previous/applicable experience, and Proteus Fund’s commitment to ensuring pay equity within the organization. The recruiting team will share more details regarding salary bands based on the candidate’s specific geographic location as well as the other factors noted above. Salary is one part of the total compensation that Proteus Fund provides to employees.
Benefits
Proteus Fund is committed to ensuring that its employees are supported holistically, from compensation, benefits and resources to an enriching work environment and collaborative culture. Proteus Fund leads the market in a number of its offerings, including a sector-leading retirement plan contribution and robust benefits package. The recruiting team will share more information regarding this commitment and offerings. Medical and dental benefits for employee and eligible dependents available on first day of work
Retirement savings account (401k) with an organization contribution of 10% of annual salary
Three weeks’ paid vacation in first year of work; four weeks in subsequent years
Fifteen sick days per year
Three personal days per year
Fifteen paid holidays
Professional development initiatives for growth
Life Insurance
Paid Family Leave, short-term, and long-term disability
COVID-19 Language
Please note, in an effort to maintain and safeguard staff’s health, well-being, and safety, Proteus Fund requires all employees to be vaccinated prior to their employment and adhere to the regular upkeep of COVID-19 vaccination requirements as per CDC recommendations while employed. Proof of the CDC-recommended level of COVID-19 vaccination is required as a condition of employment with Proteus Fund.
Title: Front Office Coordinator
Company: Peralta Orthodontics
Location: Burien, WA
