Operations and Events Coordinator

Responsibilities

The successful candidate will :

• Work independently and collaboratively in a virtual office with minimal direction.
• Handle multiple tasks, follow through on responsibilities, and take the initiative to complete assignments.
• Stay organized and prioritize effectively.
• Ensure that office and school information is kept confidential.
• Be proficient in various computer and web-based applications.
• Manage information both electronically and in tangible copy.
• Provide customer service to ADVIS members and the general public via phone, web, email, and in-person interactions at events.
• Serve as an engaged and involved team member, encouraging diverse experiences and perspectives.
• Act as a voice for ADVIS.

Office Management

Monitor and manage office supplies, including stationery, appliances, and electronics. Respond to website inquiries and requests, phone calls, and emails, directing them to the appropriate staff.

Organize and oversee staff meetings and retreat agendas, ensuring task completion and follow-up. Coordinate and schedule meetings, including arranging rooms, equipment, and refreshments.

Handle mail, serve as the liaison for accounting services, and manage accounts payable and receivable. Develop and prepare communications and documents, including letters, memos, project summaries, agendas, minutes, and marketing materials.

Maintain and track data and information and create and organize filing systems. Attend board committee meetings, gather materials, and maintain Board of Trustee files.

Marketing and Communications

Assist with website maintenance and content management. Support external marketing efforts on social media platforms. Conduct research and analysis for special projects and initiatives as assigned.

Program Development

Work with the Director of Programming to implement events to support ADVIS's professional development programs. Assist in all aspects of event planning and execution, including promotional emails, online event pages, registration, logistics, roundtables, and post-event activities.

Communicate with on-site contacts and event attendees regarding logistics, track attendance, and compile related data. Assist in maintaining the interoffice and association event calendar.

Perform other duties as assigned.

Requirements

• Bachelor’s Degree required.
• A passion for learning new technologies to improve work performance.
• Ability to work in a fast-paced environment, handle multiple tasks, prioritize effectively, and seek assistance when needed.
• Strong customer service skills with effective and professional communication abilities.
• Ability to work efficiently, maintain accuracy, prioritize tasks, and exercise good judgment.
• Must maintain confidentiality and demonstrate strong decision-making skills.

Work Environment

ADVIS operates in a virtual environment that requires a home office. We offer comprehensive benefits, including health, dental, and vision insurance, retirement plan matching, generous PTO, over 21 paid holidays, and long-term and short-term disability insurance.

Continued professional development is encouraged. Occasional overnight travel (1-3 times per year) and local travel for staff meetings, professional development, and events are required.

Our team charter, created during a planning retreat, reflects our work culture :

Personal : fun, positive, honest, passionate, ethical, with a sense of humor Thinking : knowledgeable, willing to learn, idea generator Working : patient, focused, collaborative, accepting, problem solver, emotionally intelligent, accountable, organized Communicating : transparent, clear, and concise;

caring, recognizing, respectful, listening, challenging

About Ayanna Hill-Gill ADVIS is a nonprofit organization, founded in , representing roughly highly acclaimed independent private schools in eastern Pennsylvania, southern New Jersey, Delaware, and Maryland.

Our MissionADVIS advances independent schools through professional development, connection and collaboration, and thought leadership.

Our PrinciplesAdvocate for the unique and exceptional value of member schools andpromote public awareness, understanding of and respect for independent education.

Provide thought leadership on significant issues and developments in education and how they impact leading excellent schools.

Provide exemplary professional growth programs and visionary leadership development programs for independent school leaders.

Inform and counsel leaders of member schools about administrative professional best practices.Foster communication, positive collegial relationships and collaborative projects through forums for networking and the exchange of ideas among members.

Serve as the central resource for families to learn about the diverse options of our excellent member schools.Establish positive relationships with local, regional and national independent school associations and other relevant organizations, colleges and universities.