Administrative Experience CoordinatorFebruary 2021 | Full Time | MinneapolisHello Hello! So youre interested in joining us? Welcome, we are happy you are here.When you join Alight, youll findA team with deep experience in co-designing solutions that create new value around the world. We know we need to always be better, and we believe in the power and abundance of everyday people, everywhere, to change the world with us.A culture of radical accountability to our customers as we help build a meaningful life for and with the displaced, we ask them what they want and then deliver on it.An organization that refuses to settle for anything less than delivering human-worthy services.If you believe in an abundant world full of amazing people who want to help; in the simple human justice to build a life; and in doing a better thing, then read on!Why this role is importantYou take initiative in solving problems, creating systems, and generating new ideas for getting things done.You serve as a solutions provider, supporting an environment of efficiency and excellence, and you lead by example by creating a positive working environment for all. You also serve as a liaison to building management and office vendors, anticipating needs of your team members and those you support.You will be part of a borderless approach that provides top-notch administrative support to the Senior Manager of the Executive Office and Administration (SMXA), and the Chief Financial Officer (CFO).Reports to: Senior Manager of the Executive Office and Administration (SMXA)Location: Minneapolis, MNIf you like the following, this role is for you:Serving others and sparking joy in innovative and creative waysTaking ownership of projects and initiativesMaking people feel welcome and taken care ofOrganizing systems and ensuring consistencyBuilding new processes and re-envisioning new opportunitiesMeeting new people and building relationships across all spectrumsSpeaking in front of your colleaguesWearing many hatsThe TeamWe have a unique approach to working with those we serve.Providing basic services just isnt our style.As such, Administration is part of the Platform Services team. This highly talented and technical group is comprised of Finance, HR, Logistics, Grants Management, and Donor Services.Platform Services provides adaptable and relevant support for our customers that will inspire and allow them to unleash their full potential. Administration provides exceptional service for all office, administrative, and technology functions in Minneapolis and globally.We are proud to work on borderless teams. We hire great people from a wide variety of backgrounds and specifically encourage members of refugee, immigrant or other displaced communities to join us.RESPONSIBILITIESBuilding a shared organization takes time and intention. We will always be becoming Alight, which means your work will evolve and shift as well. For now, heres how you could anticipate spending your time:Administration & Platform Services Support (60%)Monitor Administration budget and expensesProcess invoices for all admin related expenses (i.e. rent, electric, storage, technology, etc.)Daily mail distribution, FedEx/UPS/DHL/USPS shipments, maintain office subscriptions, and submit reports to charity review organizationsProvide administration support, including calendaring, credit card reconciliations, to executive office, CFO, and Alight affiliates as needed, preparing communicationsExecutive Office SupportProvide back-up admin support for the Executive Office during business and personal absencesProvide support at Board and Committee MeetingsComplianceWork with outside vendors to ensure that Alight and its affiliates have the proper state and fundraising registrations under the direction of the Senior Manager Executive Office and AdministrationMonitor Alights website and other watchdog sites to ensure organization language is up to dateStaff and Office Experience (20%)Serve as the go-to person for all things office relatedSupport physical and virtual office needs and coordinate office related systems, including supplies, parking permits, keys, etcMaintain look and feel of office space with direction from the Experience Officer and the Experience and Community ActivatorAct as primary liaison with building management (in Minneapolis and other locations as needed) and janitorial services to ensure space is properly maintainedServe as safety liaison and administer and communicate office emergency/COVID response planTravelMaintain travel vendor relationship, with a focus on staff needsManage any issues, invoices, and Sky Bonus Plan, familiarity with Fly America ActProvide travel support for the Executive Office, Platform Service, consultants,ex-pats, and others as requestedMaintain staff travel calendarTeam Support (10%)All staff members are required to support one another. From large scale events to small scale projects that crop up unexpectedly, everyone assumes tasks and responsibilities as required.Staff on/off boarding coordination, liaison to HR and ITAdmin staff are expected to work directly with their Alight team members and should make time to attend events, and personally reach out to other staff to stay connected.Create opportunities for yourself to learn and engage with othersYoull know youre doing well if:You convey a welcoming, uplifting presence and people see you as a beacon to whom they can come for helpAdministrative details and billings are properly handled in an efficient and timely mannerYou manage the travel vendor and specific travel arrangements collaboratively, with safety, convenience, comfort, and cost as guiding principlesYou use your role as guardian of Alight to allow others to unleash themselves in the most abundant wayQualificationsThese are the things were aiming to find, however, were open to being surprised. If you embody the spirt of Alight, care deeply about the cause, and if you bring something else thats special, we are open to hearing from you.Your mindsetJoyful to the people you serve and work beside and you deliver your work generously and display a positive attitude in all your interactionsListen and work with others to understand their challenges and successes, and together create appropriate solutionsPeople-first – able to empathize with customers (staff, vendors, volunteers) and focused on delivering an exceptional experienceEmbrace ambiguityHave an open heart and open mind, respectfully engaging with a diversity of people and experiencesRequirementsExperience in a customer facing role and complex administrative or office management role (at least three years)A passion for supporting others in an administrative capacity, recognizing that your work makes it possible for others to do their workExcellent organizational skills; ability to prioritize multiple tasks, work under pressure and meet deadlines; pride in your accuracy and attention to detail; yet know how not to get lost in the detailsAbility to develop and manage budgets and produce comprehensive spreadsheetsHigh degree of digital fluency and comfortable with using different web-based tools and platforms. We use Microsoft Office products. Bonus points if you are proficient in Zoom, WhatsApp, Base, PhotoShop, or inDesignAbility to lift heavy items (printer paper boxes, etc), to run errands, mail packages, etcAbility to be on-call and provide support during non-working hours in the event of changed travel or an emergencyThe ability to work well with a lot of freedomBenefitsBorderless Team of 2,500 staff worldwide that sees possibility, celebrates moments of abundance, shares new ideas, and strives to do a better thing every day.Learning & Development Access thousands of free online learning courses to take at your own pace and tailor to your professional goals.Health, dental, and MedEvac Insurance We strive to offer the best-in-class healthcare plans to our staff each year.We cover 100% of the cost for your health premium and 75% of the cost for coverage for your spouse/dependents.Flexible Leave Time Between vacation days, personal leave days, and holidays, you have ample opportunities to take time off when you need it.ALIGHTWe are on a journey to build Alight, a new platform of amazing people and organizations providing lifesaving services and creating breakthrough solutions for and with the displaced.WeAreAlight.orgAlight is an Equal Opportunity Employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or protected veteran status.Alight complies with all applicable laws governing nondiscrimination in employment.Tracking

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