Executive Administrative Coordinator

4 weeks ago

Oak Park, United States Oak Park Residence Corporation Full time
Job DescriptionJob Description

TITLE: Executive Administrative Coordinator

PRIMARY RESPONSIBILITY: To provide high level administrative and project support to CEO and Director of HR. To coordinate and/or perform a diverse set of administrative functions, projects, and support tasks to ensure the organization has the resources needed to operate smoothly and efficiently.

SUPERVISORY RELATIONSHIP: Reports to CEO and Director of HR.

EDUCATION AND EXPERIENCE: Bachelor’s degree and three to five years’ experience in an administrative role in a professional environment supporting the CEO and senior staff in scheduling meetings, correspondence, preparing reports/presentations, research, project coordination, day-to-day office operations, and/or any combination of the above which supplies the required knowledge, ability and skills. Prior experience working with Corporate Boards a plus. Prior experience in research and project management a plus.

REQUIRED SKILLS AND ABILITIES:

  • ·         Excellent interpersonal and teamwork skills.
  • ·         Excellent organizational skills and attention to detail.
  • ·         Excellent written and verbal communication skills.
  •  ·         Ability to exercise discretion and maintain confidential information.
  • ·         Working knowledge of corporate structure and standard professional office protocols.
  • ·         Ability to operate general office equipment.
  • ·         Proficient in Microsoft Office Suite, and Microsoft Office 365
  • ·         Proven ability to identify and solve problems and assist in cost-benefit analyses.
  • ·         Excellent time management with the ability to take ownership of assignments and meet deadlines.
  • ·         Ability to multi-task and adapt to changing priorities.

SPECIFIC RESPONSIBILITIES:

Administrative

  • ·         Coordinate organization’s administrative functions, projects, and tasks.
  • ·         Type and collate correspondence, reports, proposals, and contracts as assigned by CEO.
  • ·         Assist CEO and Director of HR in scheduling meetings and preparing meeting documents.
  • ·         Assist CEO and Director of HR with special projects and/or presentations as assigned.
  • ·         Coordinate and maintain conference room calendar.
  • ·         Open and distribute daily office mail, answer phones, greet clients.
  • ·         Oversee corporation’s equipment and contracts including copiers, telephone system, postage machine and postage account.
  • ·         Coordinate all printed collateral for organization 
  • ·         Coordinate offsite printing of booklets/proposals/presentations as needed.
  • ·         Order office supplies and maintain appropriate onsite inventory.
  • ·         Review & prepare invoices for approval by Director of HR – forward to accounting.
  • ·         Identify administrative best practices with an eye toward future needs and budget realities
  • ·         Prepare and distribute board meeting packets to board members and staff. (OPRC and OPHA)
  • ·         Attend monthly board meetings (OPRC and OPHA)
  • ·         Take board meeting minutes and prepare minutes for Board Secretary(s)’ approval.
  • ·         Update and maintain annual “Board Minutes and Resolutions Folder” (OPRC and OPHA)
  • ·         Update and maintain monthly “Board Packet Files.” (OPRC and OPHA
  •           Update and maintain hard copies of all official corporate files in central file room (real estate transactions, corporate                   filings, contracts)
  • ·         Maintain electronic lists of corporate entities, board members and commissioners, board committees.
  • ·         Other projects or duties  which may be assigned by the CEO and/or Director of HR.

HR Support

  • ·         Assist Director of HR with annual employee benefits open enrollment.
  •           Assist in distribution and notification to employees of changes in HR policies.
  • ·         Assist Director of HR in coordinating and scheduling company activities, events, and training that create a positive                    organizational culture.
Company DescriptionMore than 35 talented individuals make up the Oak Park Residence Corporation team. Our staff brings unique perspectives and experiences to the organization which informs our work culture and strengthens our belief that high quality, reasonably-priced, well-maintained and managed multi-family housing is central to creating living environments and communities that are vibrant, diverse, and inclusive.Company DescriptionMore than 35 talented individuals make up the Oak Park Residence Corporation team. Our staff brings unique perspectives and experiences to the organization which informs our work culture and strengthens our belief that high quality, reasonably-priced, well-maintained and managed multi-family housing is central to creating living environments and communities that are vibrant, diverse, and inclusive.

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