Economic Alliance Administrative Coordinator

4 weeks ago


Flint, Michigan, United States Flint and Genesee Group Full time
Job Summary:

The Administrative Coordinator provides critical support to the Executive Director of FGEA and the team, encompassing scheduling, contract management, document management, compliance tracking, data entry, expense reporting, and financial tracking. This role also involves coordination with external vendors, partners, and stakeholders.

Key Responsibilities:
  1. Schedule and coordinate appointments and meetings, maintaining and updating the calendar for the Executive Director and the team as needed.
  2. Prepare and submit credit card and expense reports for the Executive Director.
  3. Compile and submit fully vetted and reconciled monthly expense reports for FGEA.
  4. Arrange travel arrangements for the FGEA team.
  5. Compile meeting materials for the FGEA Advisory Committee, as directed by the Executive Director.
  6. Respond to and direct internal and external communications, maintaining confidentiality.
  7. Maintain internal files and records as required.
  8. Support Regional Partner meetings and projects through contract management, document creation, vendor procurement, project timelines, and compliance with regional grants.
  9. Support State and Federal Contract compliance through documentation, record-keeping, and maintaining timelines.
  10. Prepare contracts and manage their approvals through Docusign, sharing final executed copies with the Finance team, Grants team, vendors, and external partners as necessary.
  11. Update the Economic Alliance internal metrics monthly.
  12. Communicate and support documentation for third-party consultants, firms, real estate professionals, and other external parties.
Additional Responsibilities:
  1. Act as a backup to other administrative assistants as requested during illness, vacations, etc.
  2. Support procurement processes for event vendors, marketing needs, consultant RFPs, etc. as needed.
  3. Perform other related duties as assigned.
Requirements:

Minimum Qualifications and Skills:
  1. High School Diploma or GED required; Associates Degree in Business or Administrative Assistant Certification preferred.
  2. One (1) year work experience as an executive and/or administrative assistant to upper management.
  3. Excellent organizational skills.
  4. Ability to communicate effectively with diverse groups of people, including business leaders, board members, clients, governmental representatives, and staff.
  5. Ability to prepare letters, reports, and other documents.
  6. Experience with organizational governing boards and committees, including board packet preparation, recording minutes, and related file maintenance.
  7. Experience with database system maintenance and reporting.
  8. Demonstrated advanced level ability in the use of all Microsoft Office Suite programs, including Word, Excel, and PowerPoint.
  9. Experience in scheduling meetings and private appointments on behalf of upper management.
Special Job Considerations:
  1. Must be willing to occasionally work outside of normal business hours.
  2. Must possess a high level of confidentiality due to the nature of work performed by the teams.


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