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    Coordinator, Engagement Operations - Minneapolis, United States - Alight

    Alight
    Alight Minneapolis, United States

    4 weeks ago

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    Description
    Coordinator, Engagement Operations

    May 2024 Full Time Minneapolis region Remote, in-office required for events

    Hello Hello So you're interested in joining us? Welcome, we're happy you're here.

    When you join Alight, you'll find...

    A 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 are looking to be part of a living, breathing, ever-changing organization full of disrupters and doers, then read on

    The Team

    The Marketing and Engagement Team (MET) is comprised of the following departments: Annual Fund, Global Connections (Major Gifts), Partnerships & Government Affairs, Donor Services, Marketing & Communications, and Operations. This role will provide administrative support across all MET teams while sitting within the Operations department.

    You're on a team ambitiously advancing the work of Alight by actively engaging donors, supporters, and partners in a way that is meaningful to them and promotes Alight's work worldwide. We raise Alight's brand awareness and differentiate Alight in the eyes of our customers, partners, and funders so that we can further our impact with displaced people around the globe.

    We strive to represent the diverse communities we serve. Applicants who contribute to this diversity and those who bring lived experience with displacement are strongly encouraged to apply.

    The Role

    The Coordinator, Engagement Operations supports the Marketing and Engagement Team in fulfilling its purpose to raise Alight's visibility, increase private giving, build strategic partnerships, and engage our donors. The successful candidate will thrive in growth environments, be excited about evolving responsibilities, and take initiative to prototype, improve, and build new systems and tools. This role has foundational processes in place which will continue to be built and refined. Reporting to the Manager, Engagement Operations, this position spends most of their time communicating with supporters, donors, and the public, and providing administrative & accounts payable support for all MET Directors. The role serves as a project coordinator for MET donor events and activations, and will facilitate internal communications across MET & Alight.

    Building a shared organization takes time and intention. We will always be becoming Alight, which means your work will evolve as well. As with all of our teammates, we anticipate an agile mindset and workstyle to take on other projects as needed.

    For now, here's how you could anticipate spending your time:
    • Execute administrative & accounts payable support - 40%
      • Complete trip report expenses, credit card reconciliation, and expense reimbursements for MET department Directors with careful attention to aligning charges with budgeted accounts.
      • Process invoices for all MET vendors.
      • Act as MET's knowledge holder for the administrative processes of Global Team systems; guiding colleagues to follow Alight procedures consistently, keeping resources updated, and finding solutions for roadblocks.
      • Coordinate the administration of MET-wide tools and resources, including Teams, SharePoint, Microsoft365, and software subscriptions by uploading and organizing content, maintaining log-ins, coordinating user accesses, and supporting new tool rollouts as needed.
    • Coordinate donor events and activations - 30%
      • Collaborate with Global Activator (events manager) to manage all logistics and administrative support for donor events and activations.
      • Pre- and post-event: manage the invite & RSVP list, set up event landing pages, order event supplies & catering, set-up tech/AV needs, prepare decorations/signage/nametags, support travel logistics, and take notes during planning meetings.
      • Oversee day-of logistics for virtual and in-person events, including the Zoom or physical space set up, signage & nametags, vendor management, guest welcome, event run-of-show support, and full strike.
      • Close out events: coordinate follow-up to attendees, document attendance in CRM, process vendor invoices, and coordinate an event retro.
    • Provide welcoming hospitality as Alight's Guest Services liaison - 25%
      • Manage & respond to incoming inquiries to Alight's main phone & emails, and maintain phone tree to guide inquiries efficiently. Develop automated responses to provide immediate answers.
      • Build and maintain relationships with a network of contacts across Alight for the latest updates and information from their teams to efficiently answer inquiries. Leverage this knowledge to inform internal, cross-functional communications.
      • Develop and maintain FAQ guide on common inquiries, collaborating with function leads to keep accurate and with Marketing to host on Alight's website.
      • Proactively track inquiry types and report out a dashboard weekly & monthly.
    • Community management of Alight's all-company chat group- 5%
      • Foster WhatsApp group engagement & monitoring - foster a borderless team culture, and global connections (post new content, respond/react to posts, and monitor for inappropriate posts).
      • Archive shared photos - download, name, and organize for internal or external storytelling needs.
      • Provide administrative oversight by onboarding, adding, and removing users.
    Role Location: This position is based within driving proximity to the Minneapolis office. The majority of responsibilities will be accomplished remotely but the role will require in-person collaboration and event support at our Minneapolis office. For those who prefer a hybrid work culture, they will have full-time access to the office to use as preferred.

    Role Hours: This position is full-time, 40 hours per week. Guest Services phone hours are 10am-4pm Central from January-October. During our peak giving months of November and December, these hours extend to 9am-5pm Central. These serve as a foundation for the Coordinator's core hours.

    Qualifications

    These are "must-haves" when you join Alight:

    Open heart and open mind. You start by listening. You believe another person's truth and it changes you. It unlocks your way of thinking in that moment, it opens your world.

    Curiosity. You are always learning. You ask why and why again. You know that change (big and small) is constant, which means your curiosity to learn is matched with adaptability to evolve.

    Trust. You believe that people do their best, are disciplined, and care about this as much as you do. You take responsibility for your part and know how to step back and give others the space to shine.

    We're also looking for the following technical competencies:
    • Minimum 2-3 years' experience in an administrative, project coordination, or communications role
    • Experience with event coordination or planning
    • Comfort with remote/hybrid collaboration tools while also being in person coordinating event logistics
    • Experience managing expense submittals and budget alignment, especially when supporting Directors
    • Excellent organizational skills: the ability to work productively with strong attention to accuracy & detail while handling multiple tasks concurrently
    • Self-direction and motivation are essential
    • Excellent interpersonal skills: the ability to communicate and collaborate effectively. You are energized when the phone rings, when a colleague reaches out with a question, and when you can amplify & celebrate our borderless team.
    • Agile: we respond to opportunity as it arises
    Compensation & Benefits

    Compensation starts at $22/hr

    Borderless 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.

    Family Friendly - We know that you are a whole person with a life and a family. We honor this. In return, we expect that you will take ownership of your work and follow-through on your commitments; sometimes that means flexing your schedule and we're good with that.

    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.

    Retirement - We contribute 6% of your salary regardless of your contribution amount, after one year of service.

    Generous Leave Time - Between vacation days, personal leave days, and holidays, you have ample opportunity to take time off when you need it.

    Application Process

    A cover letter is required as part of the application so we can learn more about you beyond your resume.

    Within the online job application, you will also be asked to respond briefly to the following questions:
    • We believe in an abundant world full of amazing people who want to help. Please share a moment of abundance that you've experienced in your life or work.
    • Please provide 3 questions you would like to ask us.
    • Is there anything else you'd like us to know about you?
    Interviews to be conducted on a rolling basis.

    Alight

    We 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.

    Alight is an Equal Opportunity Employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, gender expression, age, national origin, citizenship, physical or mental disability, or protected veteran status. Alight complies with all applicable laws governing nondiscrimination in employment.
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