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Executive Coordinator

3 months ago

Akron, United States Ten Thousand Villages Full time $17 - $22
Job DescriptionJob Description

Position Summary:

The Executive Coordinator provides comprehensive support to the CEO, Leadership Team and National Board of Directors through the performance of a variety of administrative tasks. This dynamic position requires the ability to anticipate needs and offer solutions to problems with a high level of professionalism and confidentiality. Additionally, this role provides support to the Director of Philanthropy to advance fundraising and philanthropic strategies. This position supports and contributes to the Ten Thousand Villages mission by providing efficient assistance to the Leadership Team to advance goals in an organized manner.

Position Duties/Responsibilities:

  • Prepare agendas, schedules and attend Leadership Team meetings; record/distribute minutes.
  • Identify, communicate and follow-up on action steps from meetings and minutes to help hold owners accountable to timelines and responsibilities.
  • Manage all logistics for Board of Directors calls and meetings.
  • Support CEO in planning and execution of Board of Directors communications; coordinate reporting and recurring data tables in presentations.
  • Provide hospitality to all guests and help to create a welcoming environment; schedule lodging and meals for visitors and artisans as needed; serve as point person with Mennonite Central Committee for the Welcoming Place reservations.
  • Plan domestic and international travel logistics and itineraries for Leadership Team, the National Board of Directors, and Learning Tours.
  • Receive incoming communication or memos on behalf of CEO. Review contents, determine importance, and summarize and/or distribute to appropriate staff.
  • Maintain records and draft letters, memos, invoices, reports, and other documents for Leadership Team.
  • Retrieve information as requested from email, minutes, and other related documents; prepare written summaries of data when needed.
  • Support fundraising efforts including communications with donors, writing thank-you letters, maintaining compliance, other administrative functions and reporting.
  • Assist with fundraising event planning and coordination, as needed.
  • Assist with regularly scheduled meetings for planning, logistics, and completion, including distribution of documentation and recording. 
  • Assist in planning and logistics for large meetings and events.
  • Perform additional duties/responsibilities as requested which contribute to the position’s success and the organizational mission.

Preferred Experience/Knowledge/Education/Skills/Abilities:

  • 2-4 years’ executive assistant or administrative support experience.
  • Excellent verbal and written communication skills.
  • Excellent organizational skills and impeccable attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Ability to function well in a high-paced and at times stressful environment.
  • Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
  • Prior experience in fundraising support or donor relations a plus.
  • Exceptional project management and the ability to manage multiple priorities. 
  • Able to maintain a high level of integrity and discretion in handling confidential information.
  • Proven ability to problem-solver, take the initiative and provide excellent follow through.
  • Extremely proficient with all Microsoft 365 applications or similar software with the ability to learn new or updated software.
  • Experience working with or participating in non-profit, volunteer-based or grassroots-supported organizations; international experience and/or global understanding a plus.

Types of Interaction (internal):

  • Leadership Team
  • National Board of Directors
  • Home office, warehouse and store employees

Type of Interaction (external):

  • Vendors and consultants
  • Donors
  • Visitors to the home office location
  • Partner organizations such as Mennonite Central Committee

Position Specifications:   

  • Eligible for monthly cell phone stipend:N
  • Eligible for monthly hybrid work stipend:Y

This position is full-time working out of our Akron, Pa home office. There is opportunity to work a hybrid schedule. A summary of our full benefits package can be provided in the interview process.