Administrative Coordinator for Foundation and Office Operations

3 weeks ago

Houston, Texas, United States Houston Building Owners and Managers Association (Houston BOMA) Full time

Job Summary

We are seeking a highly skilled and organized Administrative Coordinator to provide support to the Houston BOMA Foundation and office operations. The successful candidate will provide administrative assistance to the Vice President of Operations and the Houston BOMA team, ensuring the smooth functioning of the office and the Foundation.

Key Responsibilities

  • Provide administrative support to the Houston BOMA Foundation, including managing logistics for Board meetings, coordinating email boxes, and managing the Foundation's Scholarship program.
  • Manage Leadership Lyceum applications, scheduling of program sessions, and event coordination.
  • Assist with Foundation fundraising events, in-person or virtual, when necessary.
  • Manage donor event logistics, including invitations, name badges, donor ribbons, registration, catering, event set-up, and PowerPoint.
  • Coordinate all marketing needs for donor and research events.
  • Manage career development resources and identify enhancements to the commercial real estate industry talent pipeline.
  • Manage all Houston BOMA Foundation website content and updates.
  • Process pledges, donations, and scholarship contributions through Novi AMS.
  • Maintain accurate and targeted email marketing lists within Novi AMS.
  • Work with program leads to establish and maintain marketing/content calendars for Foundation promotion and awareness.
  • Manage other donor data, reports, and invites as needed in Novi AMS.

Office Coordination

  • Provide high-level administrative support and assistance to the CEO and executive team.
  • Coordinate internal and external meetings, including material preparation, conference room booking, greeting guests, logistical support, and arranging catering.
  • Support the overall functioning of the team by managing mail, office supplies, IT needs, internal phone system, and team calendars.
  • Perform clerical and administrative tasks, including drafting letters, memos, emails, reports, and other documents that may include PowerPoint slide decks for presentations.
  • Working with the CEO to coordinate accommodation for staff and volunteers for Board and Committee meetings.
  • Schedules and attends meetings to support the CEO and other leaders by taking notes and recording minutes.
  • Assist the CEO with credit card expense reporting and volunteer reimbursement processing.
  • Receives incoming communications, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
  • Performs office tasks, including maintaining records and files in accordance with organization policies and procedures.
  • Provides support to strategic work projects as assigned.

Requirements

  • Bachelor's degree, or 2+ years of related work experience.
  • 2 to 5 years of experience in an administrative role or related field.
  • Work or volunteer experience with associations or nonprofits desirable.

Skills and Abilities

  • Excellent verbal and written communication skills.
  • Exceptional commitment to detail, accuracy, and organization with demonstrated success in project management and handling multiple priorities.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Ability to function well in a high-paced environment.
  • Ability to adapt to changing priorities.
  • Familiarity with association management systems, preferably Novi AMS, to support marketing operations and data management.
  • Experience supporting executives at in-person meetings, including on-site logistics.
  • Extremely proficient with Microsoft Office Suite, including Outlook, Excel, and PowerPoint.
  • Extremely proficient at facilitating virtual meetings using Zoom.
  • Collaborative mindset with strong interpersonal skills, capable of building relationships and working effectively with internal teams and external partners.

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