The ESOP Association Careers

Office Coordinator

Position Title: Office Coordinator

Classification: Exempt

Location: Washington, DC        

Reports to: Chief Operating Officer

Direct Reports: None

External Contracts: Manages external advisors, consultants, and vendors as required

Position Status: Full Time

Travel Requirements:  Annual Employee-Owned Las Vegas Conference (November), certain large regional events, some Board of Directors or other Leadership meetings as Required

Office Coordinator

Overall Description of the Position:

 

This is a NEW position at The ESOP Association (TEA).  

 

TEA is seeking an Office Coordinator to join our growing and dynamic team. The Office Coordinator should be curious, self-motivated and a lifelong learner.  The Office Coordinator must have a commitment to delivering the highest quality customer service, while also managing the day-to-day routine operations that keep the office running smoothly. The Office Coordinator will be the initial point of contact for our members, volunteers, and others. 

 

TEA is the largest employee ownership organization in the world, and the only organization that actively lobbies on behalf of all ESOP companies.  Dedicated to advocacy, education, and the growth of employee ownership as a model for successful business, The ESOP Association currently has 18 state and regional Chapters and attracts more than 13,500 people annually to 160+ chapter and three national meetings — including the annual “Employee Owned” Conference & Tradeshow in Las Vegas, which is the largest Employee Ownership event in the world, and the National Conference and Advocacy Day, now in its 44th year.

 

Responsibilities  

 

  • Ensure high quality customer service is delivered to members, visitors, and staff by greeting Association visitors and guests to our International headquarters and through TEA’s phone system, ensuring calls and messages reach the appropriate staff member.
  • Provide direct support for President and CEO as required including travel and scheduling assistance, document production and assembly, and maintenance of annual Association Governance Calendar of key events and deadlines.
  • Coordinate and distribute communications and materials to Association Volunteer leaders including quarterly governance meeting materials and books, travel and lodging information, managing the collection of travel and other reimbursements, and similar governance committee needs. 
  • Maintain manuals and update resource materials.
  • Draft correspondence, memoranda or other materials independently or as instructed
  • Assist, as needed, with making website changes and social media posts
  • Liaison to property management and office vendors.
  • Ensure office systems, furniture and equipment is in good repair and available for staff use. Submit and manage work orders for building and equipment repairs as needed.
  • Provide office wide administrative support.
  • Manage and assist staff with special projects and events. Assist in the coordination of office interns, their recruitment, and work assignments.
  • Work with stakeholders on the development and communication of policies related to physical office space and operations.
  • Manage the collection and distribution of all incoming and outgoing mail and shipping (UPS, USPS, etc.).
  • Manage organizational storage and product fulfillment needs, processes, and vendor relationships.
  • Work with stakeholders on the onboarding of new staff. Ensure their workplace and access to office equipment and systems is ready for their arrival.
  • Manage the inventory and procurement of office, kitchen and equipment supplies. Ensure mailroom, kitchen, and conference room remain orderly and ready for staff use.
  • Coordinate with building support on all conference center reservations.
  • Maintain an up-to-date and accessible uniform digital filing system for all Association documents and records.
  • Other general duties, as may be assigned.

 

Skills Required

  • Excellent customer service and communication skills.
  • Ability to maintain confidentiality and discretion in relation to Executive and Governance support functions.
  • Self-management and results oriented – sets well-defined and realistic goals; monitors progress and is motivated to achieve; ability to work autonomously with limited supervision; manages multiple tasks and projects with a high attention to detail.
  • Critical thinking and problem solving – ability to act in solving problems while exhibiting judgment and a realistic understanding of issues.
  • Experience in procurement and oversight of office equipment.
  • Ability to operate and train staff to operate office equipment.
  • Oral communication (telephone skills) and written communication (letters, e-mail) – ability to communicate information and ideas so others will understand.
  • Proficient in Office 365 applications, including Word, Excel, Sharepoint, PowerPoint, and Outlook.
  • Results orientation - ability to work at a fast pace, determine priorities, and meet critical deadlines.
  • Desire to constantly learn new technologies/solutions which may improve business operations.

Experience 

Previous administrative experience or equivalent work experience in a relevant field, preferably with executive leadership is preferred. Bachelors’ degree or equivalent education preferred.

 

TEA is an equal opportunity employer and values diversity. All employment is decided on the basis of qualifications, merit and business need. While we are currently working remotely, post-pandemic we will return to the brand new Capitol Hill-located International Employee Ownership Center offices of The ESOP Association.  TEA offers a competitive salary and benefits package. Interested individuals should forward a cover letter and resume to job@esopassociation.org. TEA is currently hiring in multiple areas, so please include a reference to the position in the subject line.