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Administrative Coordinator for Executive Leadership

2 months ago

New Haven, Connecticut, United States Urban Community Alliance Full time
Job Overview

About Urban Community Alliance

Urban Community Alliance (UCA) is dedicated to empowering families to foster healthy relationships and enhance their physical, emotional, social, and spiritual well-being while building strong connections within their communities.

Position Summary:

The Administrative Coordinator will work closely with the Senior Operations Manager at UCA. This role acts as a key link between the executive management team, the board of directors, and UCA staff. The Administrative Coordinator will manage executive outreach and external relations initiatives, as well as oversee special projects. A proactive approach, creativity, and a passion for working in a dynamic, mission-driven environment are essential. The ideal candidate will demonstrate sound judgment in various situations, possess excellent written and verbal communication skills, and exhibit strong organizational abilities while managing multiple priorities effectively.

Key Responsibilities:

  • Organize and maintain the Executive Director's (ED) calendar, ensuring all commitments are met.
  • Research and prioritize incoming issues and concerns directed to the ED, including sensitive matters.
  • Determine appropriate actions or referrals with guidance from the Senior Operations Manager.
  • Facilitate smooth communication between the ED and internal departments, fostering trust and credibility.
  • Collaborate closely with the ED to keep her informed of upcoming responsibilities and commitments.
  • Manage conflicting priorities efficiently, ensuring timely follow-through on projects.
  • Welcome clients upon their arrival at the organization.
  • Record attendance during meetings.
  • Perform various administrative tasks, including scheduling appointments, generating invitations, and coordinating calendars.
  • Uphold confidentiality regarding personal and organizational information.
  • Assist with document preparation, copying, faxing, and general office support as needed.
  • Compose and distribute correspondence, including mass emails and letters.
  • Coordinate the use of conference rooms.
  • Organize and file documents, tracking important deadlines.
  • Provide assistance to staff and guests regarding UCA programs and local resources.
  • Support the executive management team with various tasks as required.

Strategic Contributions:

  • Collaborate with the Executive Team to coordinate the ED's outreach efforts.
  • Follow up on connections made by the ED to nurture ongoing relationships.
  • Edit and create acknowledgment letters from the Executive Director to partners.

Qualifications:

  • Exceptional organizational skills with a keen ability to manage multiple tasks with attention to detail.
  • Strong interpersonal skills to build relationships with stakeholders, including staff, board members, and external partners.
  • Excellent written and verbal communication abilities.
  • Proactive problem-solving skills with sound decision-making capabilities.
  • Emotional intelligence and maturity.
  • A resourceful team player who can also work effectively independently.
  • Proven ability to handle confidential information discreetly and adapt to competing demands.
  • Demonstrated success in achieving performance goals and meeting deadlines in a fast-paced environment.
  • A forward-thinking individual who actively seeks opportunities and proposes solutions.

Education and Experience:

  • A Bachelor's degree in a related field is required.
  • Experience in supporting executives, preferably within nonprofit organizations.
  • Interest and experience in internal and external communications, partnership development, and fundraising.
  • Proficiency in Microsoft Office Suite (including Google Suites, Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and social media platforms.
  • A minimum of 3 years of experience in a related field.