Team Rubicon (TR) is seeking an Executive Coordinator. The Executive Coordinator will support TR’s Los Angeles Headquarters (LAHQ) and leadership team by coordinating Executive team’s calendars to schedule meetings, LAHQ events, support email management, manage various vendors, and manage expense reports. This will require strong project management, organization, coordination, and people skills. The Executive Coordinator will be responsible for overseeing front desk and facility operations to maintain a productive work environment that represents TR culture and enhances the workplace experience.

Every day will be a challenge, but every month brings new opportunities for an organization that is quickly becoming a household name in disaster response. This position reports to TR’s Manager, Junior Chief of Staff and is based out of TR’s National Headquarter in Los Angeles, CA.

Duties: 

• Serve as the first point of contact for the office; greet and direct guests in a friendly, timely manner that represents TR’s values
• Answer the main phone lines, take messages, and forward calls to the appropriate party, handle incoming/outgoing mail and FedEx packages
• Track and maintain parking validations, building access and employee parking pass requests
• Keep inventory of and order all office/kitchen supplies and grocery deliveries and ensure kitchen(s) are tidy and dishwasher is loaded/unloaded
• Book conference rooms, assist with video conference setup and ensure conference rooms are stocked with supplies, whiteboards are wiped clean, tv screens/equipment are functional
• Assist with catering requests for meetings/events including ordering, setup, and cleanup
• Liaise with IT department, building management and/or outside vendors to resolve any equipment or facilities issues and communicate updates to the team and liaise with building management for ad-hoc requests
• Coordinate executive team calendars to schedule both internal and external meetings, travel logistics, managing conflicts (such as last-minute travel issues, etc.), and provide additional support to the executive team
• Participate in appropriate meetings and calls to take notes and coordinate due-outs; follow up on execution of due-outs; assist with in-person and virtual leadership meetings as needed
• Support administrative and event execution throughout the organization, including expense reports management

Education and Background: 

• 3 - 4 years of executive assistant and administrative support, preferably in a start-up or high-paced environment
• Advanced proficiency with Microsoft Suite (Outlook, SharePoint, PowerPoint, Excel, etc.) 
• Experience managing multiple calendars and reporting expenses 
• Experience handling sensitive information with discretion and a commitment to confidentiality and professionalism

Special Requirements: 

• This is a full-time, in-office position that is based out of TR’s National Headquarter in Los Angeles, CA and provides a flexible & non-traditional work schedule (relocation expenses not provided) 

Job Type: 

• Full-time, hourly, non-exempt

Job Tier: 

• Coordinator

Pay Range:

• $23 - $29 per hour

Cultural Principles:

• Mission First, Greyshirts Always: Anyone joining TR must understand that our mission to provide disaster response comes first
• Step into the Arena: TR needs leaders who aren’t afraid to dare to be great
• Everyone Has A Role Know It: Ability to successfully navigate a fast-paced, high-growth environment and solve problems in the face of ambiguity
• GSD: We are entrepreneurial, resourceful, and determined no matter how chaotic the situation
• Change Your Socks: We take care of ourselves and each other so we are best equipped to serve those in greatest need
• Adults Only: Every team member is an adult until proven otherwise
• Your Mother’s A Donor: Every leader must be committed to fiduciary responsibility, transparency, and financial stewardship

Perks of the Team:

• Generous vacation and sick time
• Matching 401k contributions up to 4% (No vesting requirement)
• 100% company-paid health benefits for employees and their dependents
• Professional development, leadership development and events/conferences
• Annual National Volunteer Leadership Conference 
• Annual Staff Leadership Conference 
• Paid time off to volunteer with the non-profit of your choice
• Generous holiday schedule (including a paid week off between winter holidays)
• Fully stocked kitchens and frequent catered lunches 
• In-office gym

The health of our staff and volunteers is a top priority for Team Rubicon. We require all new employees to be fully vaccinated against COVID-19 or to obtain an approved exemption as an accommodation. If you are not willing to be vaccinated, your offer will be rescinded unless Team Rubicon approves a valid exemption and reasonable accommodation for qualifying religious or medical reasons (or for other categories protected by applicable law. This policy is intended to comply with all state and local laws, including all applicable equal employment opportunity laws.

Learn more about Team Rubicon:

• Website: TeamRubiconUSA.org
• Facebook: Facebook.com/TeamRubicon
• Twitter: @TeamRubicon

Team Rubicon is an equal opportunity employer and is committed to not only including but actively seeking out a diversity of lifestyles, experiences, perspectives, and voices in order to foster inclusion, growth, and innovation. Your candidacy will be considered without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.