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  • Ellavate Solutions

Operations Coordinator, Executive Office

POSITION OVERVIEW

Position: Operations Coordinator, Executive Office

Company: Ellavate Solutions

Reports to: Dr. Ella Washington, CEO and Founder

Location: Remote

Travel: 2-4 times per year to Washington, D.C. area

ABOUT ELLAVATE SOLUTIONS

Ellavate Solutions provides diversity, equity, and inclusion strategy and training for organizations looking to commit to systematic cultural changes in how they recruit, develop, engage and assess performance. At Ellavate Solutions, we apply the same values and beliefs to our staff as we do to our clients, and we truly believe in fostering open communication, collaboration, and results in the workplace. Our people-centric approach and entrepreneurial work environment will allow you to discover and cultivate your passions, learn from and work closely with talented colleagues, and shape your own professional development and career. Learn more about Ellavate Solutions.


POSITION SUMMARY 

Making sure the CEO performs at her best is this role’s MO. You enjoy organization, task management, and managing time effectively. You solve problems before they become problems. When an extra set of hands is needed, you dive in to help. You approach situations and people with professionalism and tact – no matter the size of the task. Not knowing how to do something does not deter you because you trust in your own resourcefulness to figure it out. You are a utility player who wants to grow with an amazing organization – you’re just looking for the right one.


KEY RESPONSIBILITIES

Executive Support: Task, Time, and Meeting Management

  • Keep the CEO on track; record assigned tasks that are discussed or committed to in meetings and emails; prioritize those tasks and monitor their progress in a dashboard

  • Manage the CEO’s daily calendars so they are focused on the most important priorities; make and confirm appointments and prioritize sensitive matters as they arise

  • Ensure meetings and updates are consistently documented and purposeful; prepare the CEO for meetings in advance, take helpful notes during meetings, and report out to-dos so the team is accountable

  • Organize the CEO’s busy work life into manageable systems; file things appropriately in Google Drive, create templated documents for efficient use, and manage the client project system so the team is all on the same page

Business Development: Marketing and Initial Client Communications

  • Respond to inbound client inquiries and requests in a timely manner; schedule introductory calls with the CEO/VP and prepare all necessary meeting deliverables

  • Manage the company’s CRM (HubSpot) with detailed and consistent information; conduct research and analysis to identify new business opportunities

  • Write and prepare marketing communications, including social media content, website updates, and the monthly newsletter using Canva, Wix, Hootsuite, Later, and Mailchimp

  • Post new podcasts to the website using Wavve; find creative ways to showcase new content to the Ellavate community

Project Management: External Engagement

  • For external speaking engagements, closely partner with external firms to gather details, confirm logistics, prepare the CEO, and ensure a successful event


KEY QUALIFICATIONS

  • At least 2-4 years of executive office management and/or cross-functional experience at a fast-growing company or startup similar in size/scale to Ellavate Solutions

  • Previous executive admin, consulting, sales, or client-facing experience, preferred

  • Deep dedication to Ellavate’s mission, exemplified by strong personal and professional ethics and integrity

  • Highly proficient in Google applications, including Gmail and Drive

  • Technologically savvy; ability to find more efficient ways to operate using digital tools and systems

  • Display excellent and versatile verbal and written communication skills including the ability to compose strong formal business correspondence and other professional documents

  • Exceptional interpersonal skills and judgment in internal and external situations

  • Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities

  • Proven analytical and independent problem-solving skills

  • Manage numerous requests/deliverables simultaneously

  • Desire to grow and learn within the practice


WHO YOU ARE

  • Dynamic, resourceful, thoughtful, and solution-oriented

  • Seeking a progressive role close to the action; curious to learn from high-performance leaders

  • Detail oriented and able to multitask without lettings things slip through the cracks

  • Strong ownership evident through responsibility and accountability for the product or goal

  • Excellent interpersonal skills with a positive attitude

  • Ability to work efficiently and effectively in a fast-paced, deadline-driven environment; handles stressful or high-pressure situations with a calm focus

  • Adaptable and flexible; ability to shift in different directions, and still be outcome-focused

  • Unafraid of new challenges, even if they may fail

  • Independent worker; enjoys working with little or no direction at times

  • Enjoys finding creative solutions or unconventional ways of getting things done


HOW TO APPLY

Please provide your resume, a cover letter on why you are interested in the position, and a work sample of previous relevant work to info@ellavatesolutions.com. Resumes are accepted on an ongoing basis until the position is filled.