Operations Coordinator
Position Location: Remote- US based. Open only to candidates who reside in the following states - MD, DC, MA, MI, CA, CT, NY, NC, DE
The Operations Coordinator Coordinator will serve as Imaginable Futures' virtual office support, providing comprehensive administrative and operational support to the Managing Partner and COO and support the entire IF team, and our IF culture, in big and small ways. This role is critical in ensuring the smooth execution of daily tasks and projects by expertly managing schedules, coordinating travel, overseeing communications, and handling a range of administrative and operational functions with reliability, professionalism and efficiency. As a key contributor to enhancing organizational productivity, the Virtual Office Coordinator is expected to deliver high-quality support with minimal supervision, anticipate needs, think critically, and proactively offer solutions to challenges redefining the role of an in-person office manager in a fully remote, multi-geography firm.
About Imaginable Futures:
Imaginable Futures (IF) envisions a world of universal well-being where every person has the opportunity to build a brighter future for themselves, their community and the world.
As a social change funder, Imaginable Futures supports people, ideas and initiatives that contribute to more equitable and healthy systems so that all learners, families and communities can thrive.
Investing at the intersection of learning and equity, Imaginable Futures collaborates with communities and partners to disrupt patterns of inequity and catalyze meaningful change for learners of all ages in Brazil, Kenya and the United States.
Launched in 2020, Imaginable Futures is a venture of The Omidyar Group and has invested over $300 million in more than 200 partners.
Visit imaginablefutures.com to learn more.
Our Commitment to Diversity, Equity and Inclusion
Justice. Equity. Diversity. Inclusion. What we call our “JEDI” principles inform everything we do and what we aspire to achieve. They guide our beliefs, drive our strategy, and shape our culture, operations and actions.
We believe that equitable access to learning is central to healthy, just and prosperous societies. Every person—regardless of race, background, ethnicity, gender, sexual orientation, religion, income, health and abilities—should have the opportunity to learn and realize the future they imagine.
We know that the systems of oppression still embedded around the world—including colonialism, racism and sexism—mean not everyone has the same opportunity to thrive. We work in partnership with changemakers to dismantle these systemic barriers by ensuring that those most proximate have a prominent seat at the table and by co-creating solutions for learners and their families.
As a social change funder, we understand our privilege and the inherent power imbalances in our work. As individuals, we are committed to doing the work to change our own perspectives and behaviors. Within our organization, we are committed to nurturing an environment that encourages constant learning and adaptation, welcomes authentic conversations around hard and difficult topics, and values diversity in viewpoints and cultural perspectives. And externally, we are working to shift harmful philanthropic practices and support the creation of more equitable systems where learners are represented, liberated and able to live dignified, fulfilling lives.
Here's More About What You'll Do:
Managing Partner and COO Support
- Strategically manage the Managing Partner calendar, coordinating internal and external meetings with precision.
- Support the COO’s calendar, coordinating internal meetings with precision
- Track, prepare, and submit monthly expense reports for the Managing Partner, ensuring accuracy and timeliness.
- Register the Managing Partner for conferences and facilitate communication and documentation when they serve as speakers or moderators at events.
- Secure restaurant and meeting facility reservations, including catering arrangements, for select meetings. Attend meetings as requested for onsite support.
- Oversee the global calendar for the Managing Partner and COO, efficiently responding to internal and external meeting requests, and working to enhance the culture of communication and project management firm-wide
- Assist the Managing Partner with internal communications to ensure clear and consistent messaging.
- Coordinate and manage all aspects of domestic and international travel arrangements for the Managing Partner and COO, including visa applications when necessary.
Operations Team Support
- Coordinate logistical arrangements for key business activities, including managing Google calendars, organizing internal and external meetings, overseeing repeating meetings, and supporting the planning team-wide or organization-wide offsites, events, and Board of Directors meetings.
- Support organizational operations by managing specific projects, such as distributing weekly global education team meeting agendas, monitoring attendance, conducting ad-hoc internal surveys, and facilitating communications between the Ops team and the broader IF team.
- Lead or assist with operations team projects as directed by the COO, ensuring alignment with organizational goals.
- Execute specific projects and tasks to support the organization, including coordinating team retreats, creating presentations, preparing documents, managing spreadsheets, and conducting research to gather and organize data for statistical analysis.
- Lead and facilitate IF culture events, with a focus on JEDI principles, while also coordinating team member celebratory milestones, notifications, and gifts.
- Manage knowledge resources for the operations team and support routine tasks across global platforms.
- Support the legal and finance teams on repeatable tasks aligned to key business priorities like PAC checks and wire confirmations.
- May support travel for the organization to include approving travel within the guidelines of the IF travel policy and troubleshooting staff concerns with the travel vendor
This list of responsibilities may not be all-inclusive and can be expanded to include other duties or responsibilities as required by the team and business.
What You'll Bring To The Team:
Please note that this is a guide, not a checklist. Research indicates that many people from historically underrepresented backgrounds (women, people of color, LGBTQ+ people, etc.) will often fail to apply for jobs because they feel that they do not meet 100% of the qualifications listed on the job description. As an organization dedicated to JEDI in the workplace, we encourage all candidates, and especially candidates from historically underrepresented backgrounds, to apply for any of our open positions.
- Passion for social impact and deep understanding of justice, equity, diversity & inclusion.
- Previous experience as a virtual assistant or related role providing a high standard of administrative support.
- Excellent IT skills with a strong working knowledge of MS Office and/or G Suite (specifically word-processing and spreadsheet software); strong working knowledge of Mural, Asana, Salesforce a plus.
- Experience with online meeting software (i.e. Zoom or WebEx), online chat/instant messaging, and group sharing platforms like Slack or Microsoft Teams.
- Proficient with online calendars and scheduling (i.e. Calendly or Google Calendar).
- Proficient with learning new IT productivity tools.
- Excellent writing, verbal communication, and time management skills.
- Masterful attention to detail and exceptional organizational skills with the ability to complete tasks with little supervision.
- Self-driven, results oriented with a positive attitude and a kind demeanor.
- Comfort with a remote work environment and flexibility to collaborate with team members across geographies and global time zones.
- Flexible, adaptable, strong individual contributor but equally able to work in and team environment.
- Reliable high-speed internet access.
- Occasional travel for internal team meetings, training and other corporate events.
Core Competencies For This Role:
- Intuitive Coordination: uses knowledge, experience, and internal relationships to envision future needs, anticipate requests and changes, and develop administrative upgrades that support the effectiveness of the leaders they support.
- Organizational Skills: manages work by efficiently planning tasks and time, paying attention to detail, and effectively prioritizing responsibilities to achieve the desired outcome.
- Project Management: provides direction on the vision and execution of the project by planning, goal setting, making decisions, communicating, and motivating team members.
- Problem-Solving: makes sense of complex, unclear, and contradictory information to solve problems effectively.
- Attention to Detail: deploys meticulous accuracy in the execution of tasks and efficiently allocates resources (time, software, money, etc.) in the completion of work products.
- Agility: operates effectively and with flexibility, even when organizational processes are not clear or developed.
What You Can Expect From Us:
Some of the values that guide our recruiting process: We are committed to ensuring a recruitment process that centers in candidate care.
- Positive Candidate Experience: We aim to create a positive and memorable candidate experience, regardless of the outcome. Even if a candidate is not selected, we want them to leave the process with a positive impression of IF and our values.
- Inclusive and Equitable Experience: We are committed to providing an inclusive and equitable recruitment process, ensuring that all candidates are treated fairly and have equal opportunities to demonstrate their skills and potential.
- Transparency: The recruitment process will be transparent, and all candidates will be provided with clear information about the role, compensation, and selection process.
Competitive Compensation And Benefits: The estimated annual salary for this role is $66,200 - $82,700 however the exact salary will vary, based on geographical location and experience.
In addition to the salary, employees of Imaginable Futures also enjoy a strong total rewards package that includes:
- Comprehensive medical, dental, and vision benefits
- Professional Development Funds
- 100% Remote Work Environment
- Monthly Cell Phone and Internet Allowance
- Monthly Health and Wellness Stipend
- 12 Weeks of Paid Parental Leave
- Holidays and Paid Time Off
- A Competitive Contribution Towards Your Retirement Plan
- Employee Assistance Program (EAP)
- And More!
How To Apply
Submit a resume and a one-page cover letter. The cover letter should address why you’re excited about this role.
If we can make the application process easier through accommodation in the recruitment process, please let us know by sending us an email at recruiting@imaginablefutures.com. This email address is only for accommodation requests. Please do not send general inquires or express interest in the position through this email. We will not respond to any such emails, and your materials will not be viewed.
Equal Employment Opportunity
Imaginable Futures is an Equal Opportunity Employer that values diversity and understands that embracing our differences makes us a stronger, better firm. We recognize the importance of having a workforce that reflects the various communities in which we work, and we are committed to creating an inclusive environment where diverse employees want to work and can flourish professionally. In line with our culture, all qualified applicants will receive consideration for employment without regard to race, color, national origin, gender, age, religion, disability, sexual orientation, gender identity or expression, veteran status, marital status, or any other characteristic protected by federal, state, or local laws.