Operations and Executive Coordinator
Reflex Strategy Group
ABOUT REFLEX STRATEGY GROUP
Reflex Strategy Group is the preeminent Democratic fundraising, compliance, and strategy firm on the East Coast. The mission of Reflex Strategy Group is to provide innovative solutions to achieve exceptional results. The vision of Reflex Strategy Group is to set the industry standard for excellence in fundraising, compliance, and strategy, delivering innovative solutions to our clients.
At Reflex Strategy Group, our non-negotiable core values serve as the foundation of everything we do. Our I.M.P.A.C.T values guide our decision-making, inform how we work with clients, and shape the culture within Reflex Strategy Group.
- I – Innovation & Data-Driven
- M – Mastery through Excellence
- P – Passion for Purpose
- A – Accountability & Resilience
- C – Client-Centered Service
- T – Team Collaboration
Reflex Strategy Group empowers candidates and causes to make a lasting impact. Whether you're a seasoned political professional or someone looking to dive into the dynamic world of politics and fundraising, we provide a supportive and rewarding environment where your skills and passions can thrive. While political experience is a valuable asset, we also welcome individuals with diverse backgrounds who are eager to learn and contribute to our mission.
POSITION OVERVIEW
The Operations and Executive Coordinator will play a vital role in managing the firm’s daily operations while providing administrative support to the Principal & CEO. This individual will oversee the firm’s operations, manage accounts payable and receivable, maintain positive relationships with vendors and clients, execute basic compliance tasks and work with the Principal & CEO to manage calendars and email inboxes. The ideal candidate will have a passion for helping Democrats, have strong communication skills, and a proactive attitude towards meeting the firm’s goals.
TOP 3 RESPONSIBILITIES
- Coordinating firm operations
- Supporting the Principal & CEO as an executive assistant
- Writing, data entry and process improvement
KEY ACCOUNTABILITIES
- Manage daily firm operations, including maintaining office systems, processing accounts payable and receivable, and ensuring accurate financial record-keeping.
- Coordinate vendor and supplier relationships, ensuring timely payments and high-quality service.
- Execute basic compliance tasks, such as filing state and federal campaign finance reports, tracking donation records, and maintaining compliance files.
- Manage and organize the Principal & CEO’s personal and professional schedules, including coordinating meetings, events, and travel arrangements. Anticipate scheduling conflicts and proactively resolve scheduling challenges.
- Monitor and respond to emails, prioritizing important communications and ensuring timely follow-up on behalf of the Principal & CEO.
- Prepare agendas, documents, presentations, and briefings to support executive meetings and events.
- Identify and implement improvements to office systems, procedures, and processes, increasing efficiency and effectiveness.
- Create and maintain clear, up-to-date documentation and standard operating procedures (SOPs) for operational tasks.
KNOWLEDGE, SKILLS AND ABILITIES
- A valid driver's license and personal vehicle is required.
- Bachelor’s degree from an accredited college or university required.
- 1-3 years of experience in office operations, executive support or a related area is preferred.
- Excellent written, verbal, and interpersonal communication skills.
- Excellent time management and organizational skills.
- Comfortability with fast-paced work environment and ability to switch between various tasks.
- Strong organizational skills with a keen attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is required.
- Prior experience with fundraising software (e.g., NGP, Campaign Deputy, ActBlue, Switchboard, etc.) is a plus but not required.
- Passion for the firm’s mission, our client’s work and a commitment to making a positive impact.
EXPECTATIONS
- 25% travel within the United States
- Hybrid work schedule in downtown Richmond, Virginia office
- As this position is responsible for thrice-weekly post office box checks and deposit runs, it is required that this position live in the Richmond, VA area and have a personal vehicle.
- Ability to work non-traditional hours as needed
COMPENSATION AND BENEFITS
- Salary Range: $48,000 - $55,000 (annualized)
- Medical, dental and vision benefits package
- Company paid life insurance policy
SUPERVISORY CONTROLS
None
PHYSICAL DEMANDS/WORK ENVIRONMENT
When onsite, this position is in a professional, office environment. Most work is accomplished using company issued desktop or portable computer systems, scanners, printers, copiers, phones, and typical office supplies and equipment.
IMPORTANT NOTES
This job description is designed to give you an overview of the main tasks and responsibilities for this position. As the Company evolves and grows over time this job description may be changed in consultation with you. You will be expected to embrace such changes, to work flexibly, and to rise to the challenge of developing your skills over time.
Reflex Strategy Group is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.