Administrative & Operations Coordinator

Administrative & Operations Coordinator

The Efshar Project is a Colorado-based nonprofit on a mission to strengthen early childhood education in Jewish community settings. We believe that the quality of care and education children receive in their earliest years shapes everything that comes after and that the educators and leaders doing this work deserve exceptional support.

We work directly with Jewish early childhood programs across the country, providing coaching, professional development, leadership support, and strategic partnerships to help schools improve educator practice, program quality, and long-term sustainability.

We are a small, high-impact team lean by design, intentional in everything we do. We are family-friendly, flexible, and genuinely care about the people we work with, inside our organization and across our network.

Efshar runs on a talented team of four, each person deeply embedded in the mission and closely connected to the schools and educators we serve. This role provides primary support to the Executive Director, with additional support to the broader team as needed.

We're looking for a highly organized, tech-forward Administrative & Operations Coordinator to provide primary support to our Executive Director. This is a fully virtual contract role at 1015 hours per week ideal for someone who thrives on keeping details in order, communicates clearly, and finds real satisfaction in making a mission-driven leader and team more effective.

Technology acumen is essential here not just comfort with standard tools, but genuine familiarity with AI tools and a curiosity about how emerging technology can make a small team work smarter. If you're the kind of person who naturally reaches for a new tool to solve a problem and stays current on what's available, you'll fit right in.

This role begins as a six-month contract with a genuine opportunity to extend or expand based on organizational fit and growth. We're looking for someone interested in building a real working relationship with our team not just filling hours.

Location: Fully virtual and open to all U.S. candidates. Skill and fit come first, regardless of location. Denver/Boulder area candidates are welcome and may have occasional opportunities to connect with the team in person and support hands-on project work as needed.

Areas Of Responsibility

Executive & Calendar Support

Manage the Executive Director's calendar scheduling, confirmations, and reminders

Coordinate meeting logistics for the team including invites, agendas, and Zoom links

Handle travel coordination and routine correspondence as needed

Support preparation of materials and communications for internal and external meetings

Administrative & Operational Support

Track and follow up on action items and deadlines across team priorities

Organize and maintain shared files, folders, and document templates in Google Drive

Support onboarding logistics for new staff and contractors access, materials, and scheduling

Support the administration of our technology systems

Assist with expense tracking and receipt organization

Light Project Coordination (Growth Opportunity)

Help track key tasks, deadlines, and milestones across active organizational projects in Monday.com

Update project boards and flag items that are at risk of falling behind

Send reminders and follow-ups to keep team members on track between meetings

Support the Executive Director in maintaining clear, up-to-date visibility into project status

Note: This is a tracking and coordination role you'll maintain and update project systems, not own or lead projects independently. A great opportunity to grow project coordination skills in a supportive environment.

CRM & Data Support

Enter and update records in our CRM systems accurately and consistently

Pull standard list and contact reports as requested

Help maintain data cleanliness and flag discrepancies to the team

Board & Vendor Logistics

Format and distribute board meeting materials and packets

Track vendor invoices and follow up on outstanding deliverables

Maintain organized records of contracts, scopes of work, and key deadlines

Tools We Use

Monday.com Google Workspace Zoom Zeffy Donor CRM AI tools (ChatGPT, Claude, and others)

We actively use and explore AI tools to work more efficiently as a small team. Familiarity with these tools and genuine curiosity about what's emerging is expected, not optional.

Qualifications & Requirements

2+ years of administrative, executive assistant, or operations coordinator experience nonprofit experience a plus

Strong technology acumen you pick up new tools quickly, troubleshoot confidently, and stay current on what's available

Genuine familiarity with AI tools (ChatGPT, Claude, or similar) and an active interest in applying them to everyday work tasks

Highly organized with exceptional attention to detail and follow-through nothing falls through the cracks on your watch

A proactive self-starter who communicates clearly and consistently, especially in a fully virtual environment

Experience with project tracking tools (Monday.com or similar) a strong plus

Genuine interest in mission-driven work early childhood education or Jewish community experience is welcome, not required

Comfortable working independently and async across a small, distributed team

Denver/Boulder area location welcome but not required

Benefits

Rate: $30$35/hour (commensurate with experience)

Hours: 1015 hours/week (flexible within business hours)

Contract Term: 6 months, with potential to extend

Classification: Independent contractor (1099)

Location: Fully virtual open to all U.S. candidates. Denver/Boulder area is a welcome bonus.

How To Apply

Send a brief note about your interest and relevant experience no formal cover letter required. Include your resume or a summary of your background. We'd love to hear about any tools or systems you've used to keep teams organized.

Email: View email address on click.appcast.io

Subject line: Administrative & Operations Coordinator Efshar Project

The Efshar Project is an equal opportunity employer committed to building an inclusive environment for all employees.