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 nee s, 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. Compensation & Benefits Compensation starts at $22/hr