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Senior Administrative Coordinator
2 months ago
POSITION SUMMARY: The role involves providing comprehensive administrative assistance to the Executive Leadership Team and the Board of Directors. Responsibilities encompass a variety of tasks such as drafting and revising documents, including expense reports, memos, and contracts, as well as creating and maintaining spreadsheets, managing databases, preparing presentations, organizing meetings, and procuring supplies.
SUPERVISORY RESPONSIBILITIES: Reception duties.
KEY DUTIES & RESPONSIBILITIES:
- Facilitate meetings for Executive Team members by developing meeting agendas, securing venues, arranging refreshments, setting up and dismantling, and documenting meeting minutes.
- Coordinate travel arrangements for meetings, training sessions, conferences, and events, including booking flights, accommodations, and ground transportation.
- Draft, type, and manage correspondence, reports, and other documentation for the Executive Team and Board of Directors.
- Oversee communications and meeting preparations for the Board of Directors, including agenda creation, minute-taking, material preparation, and distribution of meeting packets.
- Manage the internal snack store, including inventory ordering and stocking, payment collection, and financial reporting to the Finance Department.
- Organize and oversee the procurement of janitorial and office supplies for the organization.
- Sort outgoing mail, affix postage, and ensure timely delivery to the appropriate receptacles.
- Maintain organized filing systems and assist in developing a centralized paperless administrative filing system for the Executive Team.
- Support the HR Director in posting job openings on the agency's website and other platforms.
- Assist the Resource Development Department with event planning and coordination, as well as recording donations in the agency's customer relationship management system.
- Manage scheduling and maintain calendars for all meetings and activities in agency conference and training rooms.
POSITION REQUIREMENTS:
Associate degree in business administration or equivalent experience, along with two to four years of administrative experience. Proficient in MS Office Suite, including Word, Excel, PowerPoint, Access, SharePoint, and Outlook. Ability to maintain confidentiality and exercise sound judgment with sensitive information. Capable of interpreting and applying policies and procedures effectively. Strong collaboration skills in a cross-functional work environment. Knowledge of general office practices and procedures. Valid Driver's License and reliable transportation are required.
INDEPENDENT ACTIONS AND JUDGMENT: Actions are guided by Community Action policies and procedures, as well as by-laws governing non-profit organizations. Work involves handling confidential information.
WORKING RELATIONSHIPS: Collaborate with all levels of management, Community Action personnel, and the general public. The position requires high levels of courtesy, diplomacy, and tact.
WORKING CONDITIONS: Work is conducted in a standard office environment. Flexibility to work beyond regular hours may be necessary to meet deadlines and the needs of the population served. Travel between central and satellite office locations may be required. Physical demands include standing, walking, sitting, talking, hearing, and using hands to handle objects or controls. Ability to lift up to 15 lbs is necessary.
