Administration and Operations Coordinator, Kiwi Partners

Administration and Operations Coordinator, Kiwi Lines of Business – Internal Operations (Hybrid, Remote)

Arabella Advisors is looking for a resourceful, detail-oriented, organized, high-performing individual to serve as an Administrative/Operations Assistant to our Kiwi Line of Business. You will have unparalleled access to mentorship from senior leaders at Kiwi, and the chance to interact daily with the nation’s most impactful changemakers and philanthropists. This role is an ideal launchpad for a career in philanthropy and the social sector.

The Administrative and Operations Coordinator will support the Accounting and HR Services teams with administration of Kiwi’s client engagements. This role will be a key member in building upon the current administrative/operational framework.  Additionally, this role will be the owner of the contract administration for renewed engagements and addendums.

Essential Responsibilities

Operations Administration

Effectively support Accounting and HR Services engagements to include:

• Assist the setup of new client engagements or client transitions to ensure a smooth handover process between departments and/or with the client kick off meeting.
• Assist in the ongoing management of client engagements to ensure deliverables are completed on time.
• Create and maintain comprehensive engagement documentation to include:
  • Workplans
  • Planners
  • Reports
• Manage engagement documentation to ensure:
  • Timely updates by team members
  • Inclusion of necessary materials and information
  • Filing and storage of documentation
• Schedule and participate in client calls, interviews, and meetings, documenting and distributing meeting notes and updating workplans/planners as needed.
• Participate in weekly calls with the accounting senior team leaders to appropriately determine staff availability.  Follow up with staff as needed.
• Participate in bi-weekly calls with the HR senior team leaders in keeping up to date – client assignments and client tracker.
• Coordinate the completion and distribution of weekly engagement progress reports.
• Compile, analyze, and report time and budget analysis to include:
  • Weekly time analysis reports analyzing project budgets.
  • Monthly budget and hours reporting.
• Complete and distribute weekly time analysis reports analyzing project budgets.
• Coordinate and monitor the progress of project-focused engagements to ensure deliverables are completed on time.
  • Break projects into doable actions and set timeframes
  • Assign tasks to internal teams and assist with schedule management
  • Work with the Client Lead or Project Manager to eliminate blockers and identify any issues that arise.
• Review client facing documents to ensure formatting consistency, spell and grammar check
• As needed, support with invoice requests, bill tracking and coordination.
• Provide primary administrative and special project support to Kiwi’s Business Development Lead including handling all requests for meetings, appointments, and scheduling.
• Oversee special projects and autonomous assignments as required

Contracts Administration 

• Coordinate Kiwi’s contract process with clients, vendors, and subcontractors, ensuring alignment of contracts and amendment format and language with legal team requirements.
• Work closely with each line of business and the legal team to create amendments for client agreements.
• Work with the legal team to track renewals and collect information for the client renewal process.
• Review and coordinate client engagement letters with legal team.
• Liaison with legal team to provide technical support and resources to all lines of business.
• Recommend and implement operational and procedural improvements.
• Collect and analyze client service metrics related to contracts, amendments, and engagement letters.

To Be Successful in This Role, You’ll Need

• 2+ years of relevant work experience, including 2 years of project and high-volume administrative experience
• Demonstrated experience anticipating the needs of a senior leader and planning time and materials appropriately
• High degree of organization and attention to detail and ability to manage and make progress on multiple projects simultaneously
• Excellent communication and interpersonal skills and ability to draft high quality written materials and correspondence
• Familiarity with drafting contracts or a willingness to learn
• Sound judgment, maturity, and the ability to handle sensitive information with discretion and poise
• High Proficiency in Microsoft Outlook, Word, PowerPoint, Excel, and experience with Salesforce and Smartsheet is a plus
• Flexibility, initiative, and entrepreneurial spirit
• Ability to work cooperatively and across teams
• Commitment to Arabella’s mission and core competencies

Other Highly Preferred Knowledge, Skills and Experience and Key Characteristics 

• Prior experience in promoting and implementing changes (small or large) to their project and administrative function.

Our Core Competencies

• The ability to provide excellent service, including the ability to efficiently and independently address routine service matters, to suggest effective client-centered solutions when elevating challenges or concerns, and to understand how the team can operate to maintain high-quality service.

•  The ability to complete complex tasks, to use a work plan to undertake projects, and to understand how those projects impact the client, team, and/or firm’s objectives
• The ability to understand stakeholders’ perspectives and circumstances, and to build and manage strong relationships that reflect that understanding.
• The ability to communicate clearly, concisely, and professionally, including the ability to adapt style, tone, and content to various audiences; to make technical information accessible to broader audiences; and to collaborate with others to produce strong written deliverables
• The ability to work cooperatively and inclusively with others to achieve shared goals, including knowing when and how to compromise, being willing to proactively help colleagues, and sharing knowledge in various mediums
• An enthusiasm for taking on stretch and development opportunities, including the ability to accept feedback and use it to improve performance

• The ability to take ownership and be creative and solutions-oriented when encountering challenges that don’t have obvious answers, including knowing when to elevate challenges along with possible solutions
• Demonstrate the ability to bring an understanding of how privilege and marginalization affect their interactions and work with others

Working with Us

This position is open to candidates who wish to be based out of our office locations in New York, Washington DC, Chicago, Durham, and San Francisco.

We are also open to permanently remote workers based in the following states: California, Colorado, Connecticut, Florida, Georgia, Illinois, Indiana, Kentucky, Maryland, Massachusetts, Michigan, Minnesota, Missouri, New Jersey, New York, North Carolina, Ohio, Pennsylvania, Texas, Utah, Vermont, Virginia, Washington, and Wisconsin.) Please note that all our five offices have reopened, and we work in a hybrid environment.

Arabella Advisors reopened our offices in Summer of 2022, and we work with a hybrid workplace strategy to ensure continued flexibility for our staff, while deepening our strong culture rooted in collaboration and in-person interactions between colleagues. We expect that after their initial onboarding, all Arabellans will have the choice of two hybrid schedules. Our hybrid schedule options include Flex, with 1-2 days per week in the office, or Office-based, with 3+ days per week in the office (or more if preferred), and the remaining days working at home/remotely. Kiwi Partners operates with a hybrid work schedule of employees working from a Kiwi office, an Arabella office, or a client site as flex (1-2 days per week in the office).

We will make reasonable accommodations under the guidelines of the Americans With Disabilities Act.

To center the safety and well-being of its employees, Arabella Advisors requires that any employee who is required to conduct in-person activities for their job must be fully vaccinated against COVID-19 within four weeks of their start date.  This position may require candidates to be fully vaccinated against COVID-19.  Accommodations may be sought and approved in accordance with the law.

We are committed to having a passion-driven, inclusive, transparent, collaborative, healthy, and fun culture. We invite you to visit our careers page to learn more.

About Kiwi Partners / Arabella Advisors

Our firm helps foundations, philanthropists and investors who are serious about impact, achieve the greatest good with their resources. We work on issues ranging from the social and economic advancement of women and girls, and conservation of our climate and planet, to reducing poverty and inequity in the United States and around the world. Our staff members are mission-driven and action-oriented, and have a unique combination of experience in philanthropy, business, nonprofits, government, finance, law, and other fields. We combine creative, strategic thinking with knowledge and networks developed through decades of hands-on experience. The fastest-growing philanthropic advisory firm in the nation, we are also a certified B Corporation.

Our Commitment to Diversity, Equity, and Inclusion (DEI)

Advancing DEI within our firm and in our work with partners is critical to our mission. To be effective partners to philanthropists, nonprofits, and communities impacted by philanthropic dollars, we need to have a highly diverse staff, a workplace where individuals are encouraged to retain their uniqueness and can feel a sense of belonging, and a nuanced understanding of the racial, ethnic, gender identity, sexual orientation, disability status, and other disparities that undergird the issues we engage in and the interactions we have with one another. For us, equity means that our staff members, our clients, and the people they serve can experience the same level of success, no matter their starting place. We expect all our employees to share this commitment, and always seek ways to improve how well we live these values. Click here to learn more about DEI at Kiwi / Arabella and read our official DEI statement.

Total Rewards (compensation and benefits)

This is a full-time position. We offer a competitive and holistic total rewards package that includes salary, bonus, and benefits. Our compensation ranges are based on salary ranges for similar sized organizations in the professional services sector and adjusted for local labor market rates and differentiated by geography.

Durham range $52,000 – 58,000

Chicago range $55,000 – 60,000

DC range $57,000 – 64,000

NY range $62,000 – 70,000

SF range $62,000 – 70,000

All full-time staff are eligible for our generous benefits package on their first day of employment:

• Health insurance- On average Arabella pays 86% of the medical premium, 80% of the dental premium, and 100% of the vision premium
• Paid time off- 16 days’ vacation, 10 personal days, 11 company holidays (7 federal and 4 more from a list of inclusive cultural and religious holidays and your birthday), 20 hours’ volunteer leave, 8 weeks’ parental leave
• 401(k) retirement plan- We offer a 4% employer match on a dollar-per-dollar basis. There is no waiting or vesting period; all funds contributed by you and Arabella are yours to keep on day 1
• Reimbursements for your personal cell phone plan and fitness
• Pre-tax withholding for transportation and parking
• Bonus incentive opportunities
• Access to professional development opportunities

How to Apply

Submit a resume and a one-page cover letter online. The cover letter should address why you’re excited to work at Arabella and why you’re qualified for this specific job.

Arabella Advisors is an Equal Opportunity Employer committed to racial equity. If we can make the application process easier through accommodation in the recruitment process, please let us know.

We encourage you to read (or listen to) our DEI statement prior to applying.  We make a particular effort to recruit people of color and members of marginalized groups to apply for open positions. Once you have applied, we welcome your feedback on how you have experienced our values around DEI in the recruitment process.

While Arabella is open to individuals from various locations applying to join our team, please note that we generally are unable to pay for relocation expenses, and all applicants must already be legally eligible to work in the United States at the time of application to be considered for this position.

We will review applications as they are received and look forward to hearing from you.