Lead Executive Administrative Coordinator

1 week ago

Las Vegas, Nevada, United States ECF Data, LLC Full time
Job Overview

Location: Remote
Company: ECF Data, LLC
Job Type: Full-Time in a Professional Environment


About Us: ECF Data, LLC is dedicated to providing innovative data solutions that empower organizations to achieve their goals through strategic insights and operational excellence.


Position Summary: We are in search of a highly skilled and professional Lead Executive Administrative Coordinator to deliver exceptional support to the Executive Director and the administrative team. This pivotal role is crucial for ensuring the seamless operation of our executive functions and the organization as a whole.


Key Responsibilities:

  • Executive Support: Deliver comprehensive administrative support to the Executive Director, including calendar management, meeting coordination, and travel logistics.
  • Communication Management: Act as the primary liaison between the Executive Director and both internal and external stakeholders, managing all communications with utmost professionalism.
  • Meeting Coordination: Organize and facilitate executive and departmental meetings, preparing agendas, documenting minutes, and following up on action items.
  • Office Management: Supervise administrative functions and workflows within the executive office; oversee junior administrative staff and manage office operations.
  • Document Preparation: Draft, edit, and review high-level documents, ensuring accuracy and professional formatting.
  • Financial Oversight: Collaborate with the Bookkeeper/CPA to ensure timely processing of receipts and invoices, and assist in budget management.
  • Supervisory Duties: Provide guidance and oversight to junior administrative staff, including interns and volunteers.
  • Project Management: Lead and support special projects as directed by the Executive Director, ensuring timely completion.
  • Event Coordination: Plan and execute executive events, ensuring meticulous attention to detail.
  • Record Keeping: Maintain organized physical and digital filing systems for all organizational programs.
  • Reporting: Track and manage deadlines for reports due to funding sources, assisting in their preparation and submission.
  • Data Management: Collaborate with the Program Evaluator to provide necessary data for program outcome reports.
  • Research: Conduct thorough research as needed for various projects.
  • Newsletter Management: Oversee the organization’s monthly e-newsletter, ensuring high-quality content delivery.
  • Problem Solving: Anticipate the needs of the Executive Director and proactively resolve issues to maintain smooth operations.
  • Confidentiality: Handle sensitive information with the highest level of discretion.

Qualifications:

  • Education: Bachelor’s degree in business administration, communications, or a related field preferred.
  • Experience: Minimum of 5 years in a senior administrative or executive assistant role, ideally supporting C-level executives.
  • Skills:
    • Typing speed of 80+ wpm.
    • Advanced proficiency in Microsoft Office Suite.
    • Expertise in creating complex Excel spreadsheets and PowerPoint presentations.
    • Familiarity with QuickBooks and basic accounting principles.
    • Experience utilizing AI tools in administrative functions.
    • Strong attention to detail and accuracy.
    • Exceptional written and verbal communication skills.
    • Ability to manage multiple priorities in a fast-paced environment.
    • Professional demeanor and team-oriented attitude.

Additional Information:

  • Working Conditions: Standard office environment.
  • Benefits: Comprehensive benefits package including health insurance and retirement plans.

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