Operations And Executive Assistant

Role OverviewTitle

• Operations and Executive Assistant

Location

• Philadelphia region
• Primarily Remote
• Occasional (1-2x per month) in-person meetings and tasks required (in Philadelphia)

Hours

• Part-time, 10-15 hours per week

Compensation

• Compensation starting at $30/hr
• 50 hours paid vacation per year (equivalent to 5 weeks at 10 hours)
• 20 hours of paid sick leave per year

Responsibilities

• General operations tasks to support Good Structures and its clients
• Some Executive Assistant tasks, such as preparing emails and scheduling meetings

How to Apply

• Apply by April 7th, 2024 (requires a Google account to upload a resume)

About Good Structures

Good Structures is a new operations consultancy and service provider for mission-driven organizations. We support nonprofits and charities by running their financial, HR, recruitment, and administrative processes, so they can focus on their mission. We are a recently launched organization, but are rapidly taking on new clients, and looking to expand our capacity.

Our services include:

• Consulting and short-term engagements
• New entity establishment and operational setup
• Recruitment, especially for operations roles
• Research and evaluation to support programmatic expansions and other operationally intensive projects
• Full-service operations support
• Fractional COO and CFO services
• Bookkeeping and financial reporting
• HR and compliance services
• Event planning and logistics
• Grantmaking facilitation and management
• Rapid/emergency operations support
• Emergency situations, such as the departure of a key staff member
• Managing large, unexpected operations projects
• Providing bridge capacity for organizations navigating transitions

Organizational Culture

Our organization is brand new, so to a large degree, the culture may be shaped by the Operations and Executive Assistant. But, these are some things we’d like to build for our staff:

• A high degree of trust and autonomy
• Internal transparency about decision-making
• Compassionate and competitive wages and employment policies

We recognize that joining a new, startup organization might be a risk for many job seekers. We’re happy to provide references to finalists for this position on past management and work style upon request.

Role Description and Responsibilities

The Operations and Executive Assistant is a generalist position, who will work on a variety of projects to support Good Structures work, both through supporting clients, and supporting the organization. As a new, small organization, the role is inherently likely to change over time. Broadly, the role will be around 75% doing tasks similar to an operations generalist within a nonprofit, and 25% tasks similar to an Executive Assistant. There may be an opportunity for occasional (paid) travel to conferences and events.

Operations responsibilities include (but aren’t limited to):

• Finance
• Assisting with formatting client financial data
• Drafting and tracking invoices
• Building budgets and other basic financial tools for clients and Good Structures
• Administration
• Tracking mail and organizing documents / ensuring client files are promptly filed
• Reviewing proposals and documents, including providing light copy-editing
• Conducting research on behalf of the organization — looking into conferences, events, and other opportunities to help the organization meet with nonprofits.
• Recruiting
• Aiding in the identification of candidates for hiring rounds
• Outreach to potential candidates
• Assisting in the development of hiring materials

Executive Assistant responsibilities include:

• Drafting responses to emails
• Scheduling meetings and organizing calendars
• Scheduling and booking travel and lodging for staff and clients
• Conducting minor research tasks to support the Principal and others in their work

Candidate Background and Experience

This position doesn’t necessarily require specific experience or knowledge, but there are some skills and attributes that might help a successful candidate stand out in our hiring process. Backgrounds that might provide relevant job knowledge would be experienced in nonprofit finance, operations, or HR. However, this experience is not required.

Required Skills and Abilities

• Interest in learning about many different aspects of nonprofit operations
• Extremely high attention to detail
• We are trusted by our clients to not drop the ball. We need an extremely high degree of attention to detail in everything we do.
• Interest in a “client-facing” position where you support other people
• Your work at Good Structures would involve supporting others in having a positive impact in the world. This role requires being excited and motivated by supporting and helping others.
• Ability to tackle many tasks at once, or rapidly switch between contexts
• Operations work often involves many small tasks. There is unfortunately little space for “deep work” in the traditional sense in this role (though we can do our best to make sure there is space for focus)
• Strong interpersonal communication skills and writing skills
• You are skilled at drafting emails, conveying tone, and building relationships via written communication.
• Ability to keep confidentiality of sensitive information
• Basic finance and quantitative skills
• Basic spreadsheet skills (e.g. able to write basic formulas and readable sheets quickly)

Relevant Software Skills

While experience in all of these platforms is not required, we and most of our clients use the following tools. You’ll use these regularly at Good Structures:

• Gmail and Google Workspace, especially Google Sheets
• Asana
• Quickbooks Online
• Airtable

Hiring Process

• Screening interview (1 hour)
• Complete a brief (3-hour) paid work trial
• Offer
• We’re aiming to make an offer by late April 2024, if not sooner.

Good Structures is an equal opportunity employer — we do not discriminate on the basis of ethnicity, religion, nationality, gender, sexual orientation, age, marital status, or disability status. We are happy to make any reasonable accommodations necessary to welcome all to our workplace. Please contact us to discuss accommodations during the application process.

Job Type: Part-time

Pay: From $30.00 per hour

Expected hours: 10 – 15 per week

Benefits:

• Paid time off

Schedule:

• Choose your own hours

Application Question(s):

• Why are you interested in Good Structures and this position?
• In your past experience, describe a time where you had a task that required a high degree of attention to detail. What was the task, and how did you complete it?
• In your past experience, describe a time where you held multiple responsibilities that required your focus to switch frequently over the course of an average day. How did you balance these tasks and your attention?

Ability to Relocate:

• Philadelphia, PA: Relocate before starting work (Required)

Work Location: In person