Responsibilities
- Document and maintain process templates, communication workflows, knowledge bases, FAQs, and resource libraries.
- Prepare meeting agendas, take notes, manage follow-up actions, and support leadership with calendaring and logistics.
- Assist with survey creation, distribution, collection, and basic analysis; archive survey results and related communications.
- Coordinate outreach campaigns (invitations, reminders, follow-ups) across email, SMS, and platform channels in accordance with approved messaging.
- Maintain and update prospect and participant contact records in CRM/spreadsheets (Salesforce, Airtable, HubSpot, or similar).
- Monitor response rates and engagement metrics; track attendance and escalate drop-off patterns to the manager.
- Maintain organized datasets for prospects, active participants, and alumni; prepare clean, structured datasets in Excel/Google Sheets and upload records into CRMs.
- Generate weekly or monthly engagement dashboards and basic reports for supervisory review.
- Archive communications, attendance data, and program health metrics per standard processes.
- Support planning and execution of virtual and in-person events: registration support, timeline preparation, materials, on-site coordination, and post-event documentation.
- Research, coordinate with, and support vendor invoicing and communications under the direction of the department leads.
- Maintain shared trackers, calendars, Zoom links, and shared drives; update documentation and templates.
- Recommend improvements to information storage and participant workflows; implement changes only with manager approval.
Requirements
- At least two (2) years of experience in a similar role.
- At least one (1) year of experience working in a professional services environment.
- Experience working with relevant business software, including CRM’s, Excel, and other systems.
- Strong organizational, project-coordination, and time-management skills.
- Strong written communication and attention to detail.
- Proficiency with Excel/Google Sheets (sorting, filtering, pivot tables, basic formulas), CRMs, Zoom, shared calendars, and file-management systems.
- Comfortable handling confidential information with discretion.
- Service-oriented, collaborative, reliable, and able to follow established processes.
Nice to Have
- Experience in program coordination, customer engagement, operations, or event support.
Benefits
- Competitive compensation and health benefits.
- A commitment to and investment in employee well-being through generous leave policies and ample paid time off, including an annual closure policy for rejuvenation.
- A collaborative environment where everyone is passionate about creating social change and making a difference.
- An inclusive culture that encourages everyone to show up as their authentic self, celebrates diversity, and invites all perspectives.
Additional Information
- When required, be able to flex work day to accommodate a range of time zones for meetings (e.g., 7am PT, 6pm ET, 7:30pm IST), sometimes working earlier or later in the day.
- This role may require limited travel, anticipated to include one in-person event Q4 2026 and one in Q1 2027.
- This position is temporary until March 2027, with the possibility of renewal.
