Executive Assistant & Office Coordinator

Reports To: Chief Operating Officer (COO)

Classification: Full-Time, Non-Exempt

Work Arrangement: Hybrid (3 days per week in office)

Position Summary

Rock The Street, Wall Street (RTSWS) is seeking a highly organized, proactive, and detail-oriented Executive Assistant & Office Coordinator to provide administrative support to the Chief Operating Officer while ensuring the smooth day-to-day operation of our office environment.

This role serves as a trusted partner to the COO, helping manage priorities, coordinate logistics, maintain organizational systems, support reporting and data management, and oversee key office operations. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional judgment and professionalism, and enjoys creating efficient processes that enable organizational success.

The Executive Assistant & Office Coordinator will also provide limited support to the CEO and other members of the leadership team as needed.

General Expectations

The Executive Assistant & Office Coordinator will:

• Demonstrate professionalism, sound judgment, discretion, and attention to detail in all interactions and responsibilities.
• Represent RTSWS positively and professionally with staff, volunteers, donors, students, corporate partners, and other stakeholders.
• Maintain strong organizational systems and effectively manage multiple priorities and deadlines.
• Communicate clearly and professionally, both verbally and in writing.
• Exercise flexibility and adaptability in a dynamic nonprofit environment.
• Build positive working relationships across departments and with external stakeholders.
• Maintain confidentiality regarding organizational information and sensitive business matters.
• Identify opportunities to improve efficiency through technology, process improvements, and proactive problem-solving.

Essential Duties & ResponsibilitiesExecutive Support

• Manage and maintain the COO's calendar, scheduling meetings, appointments, and organizational priorities.
• Coordinate domestic travel arrangements, itineraries, lodging, transportation, and related logistics.
• Prepare and submit expense reports, reimbursement requests, and supporting documentation.
• Monitor and prioritize incoming communications and correspondence.
• Draft, proofread, and format internal and external communications, presentations, reports, and other materials.
• Coordinate meeting logistics, agendas, materials, and follow-up action items.
• Support leadership team scheduling and administrative needs as requested.
• Assist with gathering and preparing information for leadership and board reporting.

Office Administration & Operations

• Serve as the primary coordinator for day-to-day office operations.
• Manage office supply inventory and ordering.
• Maintain kitchen and common areas, including stocking snacks and coordinating monthly refrigerator cleanouts.
• Manage inventory and organization of RTSWS promotional materials, swag, and branded merchandise.
• Coordinate meeting room setup and preparation for internal meetings and visitors.
• Assist with mail and package handling and distribution.
• Maintain technology inventory and assist with equipment tracking.
• Coordinate shipping of materials, supplies, and program resources to schools, partners, and events.
• Liaise with vendors as needed regarding office-related services and purchases.

Data Management & Reporting

• Maintain a high level of proficiency in Salesforce and organizational reporting systems.
• Create, update, and maintain reports, dashboards, and data exports to support operational and programmatic needs.
• Assist with donor reports, student and alumnae tracking, university program reporting, and other organizational reporting requirements.
• Compile, format, and distribute impact reports, corporate forms, and related documentation.
• Ensure accuracy and consistency of organizational data and reporting.

Human Resources & Team Support

• Coordinate logistics for recruiting activities, including interview scheduling and candidate communications.
• Support new hire onboarding and orientation activities.
• Assist with employee engagement initiatives, staff celebrations, and team-building activities.
• Support planning and coordination of internal events, retreats, and professional development activities.
• Maintain onboarding materials, process documentation, and internal resources.

Event & Organizational Support

• Provide logistical support for organizational events, meetings, and retreats.
• Assist with event preparation, materials management, registration support, and onsite coordination as needed.
• Support occasional donor-facing, student-facing, and organizational events throughout the year.
• Perform additional administrative and operational duties as assigned.

Required Qualifications

• 3-7 years of experience in an Executive Assistant, Administrative Coordinator, Office Coordinator, or related role.
• Demonstrated experience supporting senior leadership.
• Advanced proficiency with Google Workspace, including Gmail, Docs, Sheets, Slides, Calendar, and Drive.
• Experience managing complex calendars, travel arrangements, and executive priorities.
• Strong organizational and project coordination skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities with exceptional attention to detail.
• Ability to work independently while exercising sound judgment and initiative.

Preferred Qualifications

• Experience using Salesforce, including report and dashboard creation.
• Experience supporting nonprofit organizations.
• Experience coordinating meetings, events, or retreats.
• Experience with project management platforms such as Asana or Monday.com.
• Experience using Zoom and other virtual meeting technologies.

Core Competencies

• Organization & Planning
• Communication
• Professionalism
• Relationship Building
• Initiative
• Adaptability
• Time Management
• Problem Solving
• Attention to Detail
• Technology Proficiency

Physical & Work Environment Requirements

• Hybrid work arrangement with a minimum of three days per week in the office.
• Ability to sit, stand, and work at a computer for extended periods.
• Ability to lift and move office supplies, event materials, and shipments up to 25 pounds.
• Occasional local travel may be required for organizational events and meetings.

Disclaimer

The statements contained herein describe the general nature and level of work being performed and are not intended to be an exhaustive list of all responsibilities, duties, and skills required. Responsibilities may be modified as organizational needs evolve.

What We Offer

• A mission-driven, collaborative team culture
• The opportunity to make a tangible impact on the future of finance
• A dynamic, high-growth organization with room to grow and innovate

Benefits Include:

• Medical, dental, and vision insurance
• Disability and life insurance
• 401(k) retirement plan
• Paid time off (PTO)

RTSWS provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Pay: From $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Brentwood, TN 37027