Executive Coordinator

4 weeks ago

Chicago, United States National Immigrant Justice Center Full time
Job DescriptionJob Description

Description: Executive Coordinator

Summary: This position reports to the Executive Director. As a member of the NIJC team, the Executive Coordinator supports the Executive Director and responds to emerging issues in the executive office and senior team. The position manages a variety of administrative duties, works closely with NIJC's Board and Leadership Council, assists in operations and development efforts. The position develops systems and instructions to ensure clear and transparent processes. The position contributes to developing policies that are key to NIJC's success. Additional responsibilities include communicating with external stakeholders and support the operational needs of a dynamic, ever-changing organization. The Executive Coordinator assists in implementing procedures for compliance with corporate documents, including licensing requirements, and state and federal law.

This position also supports NIJC's programmatic and operational teams, as necessary. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below.

Essential Duties and Responsibilities:

Administrative Responsibilities

  • Provide administrative support to Executive Director, especially in scheduling and communications and expense reporting;
  • Represent NIJC to external community and interface with partners;
  • Respond to incoming calls, take messages, welcomes visitors, and respond to routine inquiries for the department or program;
  • Maintain corporate documents
  • Proofread and edit documents and ensure consistency in NIJC's PowerPoints and presentations;
  • Compile monthly reports and prepare summaries;
  • Participate in team meetings and special projects, as assigned;
  • Maintain and renew insurance policies, including professional malpractice coverage;
  • Maintain NIJC's state, DUNS, SAMS registrations up-to-date

Board Responsibilities:

  • Schedule meetings and work with NIJC's Boards and committees;
  • Prepare board materials;
  • Attend NIJC's Board meetings and take minutes
  • Maintain board materials

Operational and Development Responsibilities

  • Manage NIJC's operational functions, including travel;
  • Collaborate with NIJC's accounting and HR partners;
  • Ensure timely completion of staff timecards for payroll;
  • Process invoices for NIJC programs;
  • Report monthly NIJC expenses;
  • Oversee NIJC's internship program;
  • Manage NIJC programs on procurement policy and assists in the completion of paperwork;
  • Assist the Executive Director and development team with grant submissions and attachments, donations, and annual fundraising events;

Other duties may be assigned. The executive coordinator maintains confidentiality.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Requirements:

  • Education and/or Experience: Bachelor's degree required; Masters Degree in non-profit management or related field preferred, one year of related administrative office experience, or equivalent combination of education and experience.
  • Experience in oversight of program services in the non-profit sector with an emphasis in human and social service organizations preferred.
  • Strong written and oral skills
  • Strong analytical and strategic planning skills
  • Ability to work in a consensus-building mode with directors and teams.
  • Ability to be in the office 5 days a week.

Other Qualifications: Basic computer proficiency, including proficiency in Word and Excel; preference for experience with expense and invoicing software, Time & Attendance/ payroll software, and database management for donor reporting.

Language Skills: Excellent written and verbal communication skills, including phone etiquette. Ability to read and interpret documents such operating and maintenance instructions, and procedure manuals. Ability to write routine correspondence. Ability to help edit confidential documents.

Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Competencies: To perform the job successfully, an individual should demonstrate the following competencies.

  • Excellent verbal and written communication skills.
  • Strong organizational skills.
  • Ability to work with diverse populations.
  • Proactive problem-solving instincts.

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