Job description

Position: Special Initiatives and Operations Coordinator
Organization: After School All-Stars
Reports to: The Executive Team,
Interim Daily Supervision by the Director of Digital Marketing and Communications until return of Chief of Staff
Location: Los Angeles, CA*

*While this individual will work remotely, they must be LA based and have reliable transportation to complete the responsibilities of this role.

ORGANIZATION BACKGROUND:

Founded in 1992, After-School All-Stars (ASAS) provides free comprehensive afterschool programs and support services year-round for students and their families. ASAS serves approximately 80,000 PreK-
12th grade students and their families annually in high-poverty communities through 19 active affiliate chapters with established partnerships at over 450 elementary, middle, and high schools in 60 cities across the continental United States and Hawaii. Our vision is for our All-Stars to be safe and healthy, to graduate high school and go on to college, to find a career they love, and to give back to their communities.

A UNIQUE OPPORTUNITY:

After-School All-Stars is looking for a responsible Special Initiatives and Operations Coordinator who will be supervising all aspects of logistics for the national office of After-School All-Stars’ (ASAS), as well various strategic projects from the Executive Office. This role will support the organization’s National activities including but not limited to: Local administrative responsibilities, Executive Retreat, Strategy
Week, RISE Fellowship, and various special events. The role will be part of the Executive Office, reporting directly to the Chief of Staff, and working closely with CEO and President. This role will temporarily report to Director of Digital Marketing and Communications and the Interim Chief of Staff while the Chief of Staff is on maternity leave through end of May 2023.

SPECIFIC RESPONSIBILITIES:

LOCAL ADMINISTRATION

• *The expectation for LA-based travel is a few trips per week with increases around holidays and events. Mileage is reimbursable.
• Manage administrative responsibilities for National office location as needed
• Support the National office’s mailing needs, including but not limited to, pick-up, drop-off, shipping, and packaging
• Visit vendor, school, board, and partner locations as necessary, such as work-from-home collaboration with the E-Team, event support, and local meetings as needed
• Assist the E-Team in organizational errands as needed

SPECIAL INITIATIVES

Special Initiatives include but are not limited to the RISE Fellowship, Executive Team Retreat, Strategy
Week, Annual Charity Night, and other National activities, such as partner events and site visits. *Note that some nights and weekends may be required for event meetings and activities.

• STRATEGY WEEK: In collaboration with President, lead planning and execution of network-wide, multi-track, annual strategy week with staff to set strategy and culture.
• E-TEAM RETREAT: Support Executive Team, EA to the President to plan retreat (venue rental, catering, ordering supplies, travel) and any other staff convenings planned in conjunction
• CHARITY NIGHT: Support the execution of ASAS’ Annual Charity Night and weekend events
• RISE FELLOWSHIP: Partner with the President on the implementation, logistics, scheduling of the RISE Fellowship, a leadership cohort for emerging organization leaders
• LA-BASED: Donor site visits, staff gatherings, collaborating with partner organization, such as the Schwarzenegger Institute

General Event Operations & Logistics

• Support with internal & external communication of production timelines and needs: logistics, production, sessions, guest experiences and attendance, etc.
• Manage staff planning meetings (preparing and distributing materials, keep staff on track for session & logistical planning)
• Serve as primary point of contact for lodging, flights, meals, special outings, A/V, and key vendors as needed
• Collaborate to integrate external stakeholders and sponsors
• Collaborate with Marketing, the President, and network leaders on collateral and session content
• Prepare timely progress reports on production a distribute documents for meetings
• Manage inventory & upkeep of storage of event items
• Evaluate and integrate event management, payment apps, systems with other existing

ASAS assets

COLLABORATION WITH EXECUTIVE TEAM

• Work with Development to ensure donors, VIPs are adequately supported
• Partner with COS on Board operations (meeting planning, logistics, committee meetings)
• Join occasional meetings with chapter staff to ensure event planning processes are aligned with best practices
• Support COS, Development, Marketing to cultivate of influencer relationships
• Work with Marketing on fundraising platform campaigns
• Manage budget and expense reconciliation with Finance
• Participate in other duties as assigned

WHO SHOULD APPLY?

The Special Initiatives and Operations Coordinator will embody ASAS’s core values: entrepreneurial, collaborative, transparent, accountable, and proactive, and demonstrate a passion for ASAS’ work and mission to provide high-quality afterschool programs for low-income youth that help them succeed in school and in life. We are seeking a unique individual who possesses a combination of skills and

attributes and fits in with a collaborative and highly engaged team. The successful candidate will also possess:

TRAITS:

• Alignment to mission and vision
• Flexibility and patience
• Customer service mentality and proactivity
• Exceptionally organized and process-oriented
• Awareness of discretion and confidentiality
• Collaborative and team-support oriented, thinking no task is too small if it gets things accomplished

SKILLS & EXPERIENCE:

• Degree in a field that relates to the inter-disciplinary function of the role, such as nonprofit management, business administration, event design and experience management
• Exceptional written and verbal communications skills required; strong grammar is a must
• Experience organizing events, conferences and/or retreats, both virtual and in-person is preferred
• Tech savvy with strong computer skills and knowledge: Microsoft Office 365 is required; CRM

(Raiser’s Edge) and other event apps or systems are a plus

• Demonstrated ability to work effectively with people of diverse races, ethnicities, nationalities, sexual orientations, socio-economic backgrounds, religions, ages, English-speaking abilities, and physical abilities in a multicultural environment

SALARY AND BENEFITS:

The salary for this position is commensurate with qualifications and experience of the individual candidate. ASAS promotes a healthy work/life blend and offers a competitive benefits package, including medical, dental, vision, a 403b match, 18+ days of paid time off, and 25 paid holidays.

ASAS is an equal opportunity employer and candidates of diverse backgrounds are encouraged to apply.

HOW TO APPLY FOR THE Special Initiatives and Operations Coordinator ROLE:

Please submit a resume and cover letter via e-mail to: connie.tam@afterschoolallstars.org

Your cover letter should be in PDF format, addressed to the Interim Chief of Staff, and indicate how your experience is relevant to this role with After-School All-Stars. Please put “ Special Initiatives and
Operations Coordinator” and your last name in the subject heading.

LEARN MORE ABOUT AFTER SCHOOL ALL-STARS:

To learn more about ASAS, please visit our website: www.afterschoolallstars.org

Job Type: Full-time

Pay: $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Los Angeles, CA: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Non-profit: 1 year (Preferred)
• Event planning: 1 year (Preferred)
• Raiser's Edge: 1 year (Preferred)

Work Location: In person

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