Executive Administrative Coordinator

Essential Functions

Office Management (45%)
Welcome staff and guests to the Rocketship CA San Jose office, helping to meet their needs (e.g., sharing Wifi password) and setting a positive tone for the culture of the office. Support advocacy campaigns and school renewals with event logistics i.e. translation, food, childcare, venue, etc. 
Lead the maintenance, organizational systems, and overall cleanliness of the Rocketship CA San Jose office, including maintenance of storage room and keeping the office space legally updated (i.e.. OSHA, etc.)
Perform clerical duties including answering phones and emails, taking and distributing messages, and sorting and managing a system of distributing mail and packages.
Order and manage inventory systems to ensure the San Jose office is sufficiently stocked with necessary office and breakroom supplies for our Regional Network Support Team (“NeST”) teams.
Serve as the primary liaison to third-party vendors and partners for the San Jose office functions (e.g., Xerox, mail meter, FedEx, etc.)
With support from our Technology Solutions team and outside vendors, support and manage office technology systems, such as video conference equipment (i.e. iPads), copiers, printers, and phones.
Oversee health and safety in the San Jose office, including third-party maintenance of first aid kit and AED, and coordination of COVID safety protocols and any required case response.
Serve as the Rocketship point of contact for the Regional Office property management company (e.g. facilitating necessary property-related updates to NeST, requesting new secure badges/suite key copies, custodial maintenance requests etc.), handling after-hours facilities emergencies. Lead emergency evacuation response team for the suite.
Other administrative tasks and responsibilities as assigned 
 
Regional Operations and Support (40%)
Provide project management, administrative, and logistical setup and take down support for regional initiatives, events, network meetings, and activities, including but not limited to preparing and ordering materials, researching and reserving space, ensuring childcare, translation services, catering, and transportation; and coordinating planning and participation.
Support Regional team leaders with scheduling and other administrative tasks as needed.
Provide project management, administrative, and logistical support to the CA Executive Team, as needed.
Supports the cross-functional coordination, printing, assembly, and packaging of charter petitions to ensure high-quality and timely submission materials.
Other duties as assigned
 
National Network Support Team (15%)
Manage logistics for Board Meetings, including receiving packages, coordinating venue and catering selections, printing materials (e.g., nametags), and assisting with setup and coordination on the day of events such as Board Dinners.
Coordinate and manage national initiatives such as the Thanksgiving Baskets and Giving Tree programs, including planning, assembly, event execution, and communications.
Monitoring permission and safety of RPS vehicles onsite.
Accounting responsibilities i.e. receiving checks, making copies, depositing checks, and submitting deposit receipts to the accounting team on occasion.
Finance responsibilities i.e. printing checks for staff  or vendors on occasion 

Qualifications: Skills and Characteristics

Passion for Rocketship’s mission, and belief that all students can achieve high levels of academic success.
Eye for setting up spaces and processes that are user-friendly and effective.
Excellent written and verbal communication skills.
Effectively prioritize and juggle multiple concurrent projects.
Comfort in a start-up environment and ability to work independently with minimal direction Demonstrated ability to be detail-oriented, organized, and resourceful.
Team-player attitude, effective interpersonal skills, and strong customer-service orientation. Spanish language proficiency preferred, but not required.
Skilled at building strong and trusting working relationships with people in both senior- and junior-level roles, both within and beyond Rocketship. Ability to treat sensitive issues with respect and empathy, and maintain strict confidentiality where required.
Proficient with Microsoft Office Suite and Google applications 

Qualifications: Education and Work Experience

2+ years experience managing an office or working in an administrative role(s) requiring strong attention to detail is strongly preferred
Bachelor’s degree preferred.
Ability to work in person from the Rocketship office in San Jose Monday through Friday
An ideal candidate would have experience working with schools, especially in administrative roles within charter schools