Executive Administrative Coordinator

2 weeks ago

Oak Park, United States Mack & Associates, Ltd. Full time

A reputable non-profit organization nestled in the vibrant community of Oak Park, Illinois, is eagerly seeking an exceptional Executive Administrative Coordinator to join their dedicated team. In this pivotal role, you'll provide crucial administrative support to the esteemed CEO and HR Director, ensuring the seamless operation of all organizational functions. From managing complex administrative projects to coordinating board meetings with precision, your daily tasks will be diverse and impactful. Additionally, you'll champion HR initiatives aimed at fostering a positive organizational culture and enhancing employee satisfaction. Salary ranges from $48,000 to $65,000, reflecting your experience level. Join us in shaping a brighter future for our community and beyond


Responsibilities of the Executive Administrative Coordinator:

  • Coordinate administrative functions and tasks: Manage day-to-day operations and tasks efficiently
  • Assist with correspondence, reports, and proposals: Handle incoming and outgoing communications and assist in document preparation
  • Schedule meetings and prepare meeting documents: Arrange meetings and ensure all necessary documents are ready
  • Manage conference room calendar and office mail: Maintain conference room schedules and handle office mail distribution
  • Oversee equipment and contracts: Manage office equipment and vendor contracts effectively
  • Coordinate emergency procedures and staff training: Develop and conduct emergency response training for staff
  • Order office supplies and maintain inventory: Procure office supplies and manage inventory levels
  • Prepare and distribute board meeting packets: Compile materials and distribute packets for board meetings
  • Attend and document board meetings: Take minutes and provide administrative support during board meetings
  • Maintain corporate files and records: Establish and organize corporate document filing systems
  • Support HR with employee benefits and events: Assist HR with employee benefits administration and organize company events


Requirements of the Executive Administrative Coordinator:

  • Bachelor’s degree required
  • Three to five years’ experience in administrative roles supporting senior staff
  • Experience in scheduling, correspondence, report preparation, research, and project coordination preferred
  • Prior experience with Corporate Boards and research/project management a plus
  • Interpersonal and teamwork skills
  • Organizational skills with keen attention to detail
  • Strong written and verbal communication skills
  • Ability to handle confidential information with discretion
  • Proficiency in Microsoft Office Suite and Microsoft Office 365
  • Excellent time management and problem-solving skills
  • Ability to multitask and adapt to changing priorities


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