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Administrative Coordinator

2 months ago

Rockford, Illinois, United States FurstStaffing Full time
Job Overview

Position: Executive Assistant/Office Manager

Key Responsibilities:Executive Support
  • Oversee and manage the workflow of the CEO, ensuring priorities are met and progress is tracked.
  • Prepare and advise on minutes, agendas, and essential documents for board meetings and stakeholders.
  • Handle confidential information with discretion and independent judgment.
  • Assist in the organization and execution of events as needed.
  • Maintain timelines and prepare Board monitoring reports, including drafting as required.
  • Plan and coordinate special Board meetings and retreats focused on strategic planning.
  • Support accounting and finance tasks, including documentation and filing.
  • Additional responsibilities may be assigned as necessary.
Administrative Support
  • Schedule and confirm meetings for the President/CEO and senior staff.
  • Arrange travel and prepare expense reports as needed.
  • Draft and compose communications, including letters and presentations for the President/CEO.
  • Manage incoming and outgoing mail and communications.
  • Occasionally assist with local deliveries for the President/CEO or other staff members.
  • Respond to calls, voicemails, and emails on behalf of the President/CEO.
  • Utilize technology to enhance communication and scheduling efficiency.
  • Act as a reliable resource for the senior management team, aiding in daily tasks and fostering a collaborative environment.
  • Oversee staff recognition initiatives, including celebrations and acknowledgments.
Technology Coordination
  • Administer server operations, including user management and access control.
  • Troubleshoot and resolve everyday PC and printer issues with IT support.
  • Maintain relationships with IT service providers and schedule necessary services.
  • Manage the phone system and ensure effective communication tools are in place.
  • Oversee copier maintenance and repairs as required.
  • Provide training on office technology and equipment.
Office Management
  • Communicate and enforce operational policies and procedures.
  • Supervise daily maintenance of office facilities.
  • Manage inventory of office supplies and ensure timely ordering.
  • Assist in the procurement of office equipment and services.
  • Serve as the primary point of contact for visitors and guests.
  • Process mail and packages efficiently.
  • Ensure cleanliness and organization of common areas and meeting rooms.
  • Prepare meeting spaces with necessary supplies and equipment.
  • Maintain promotional materials and informational displays in the reception area.
  • Handle office opening and closing procedures.
Qualifications:
  • Three to five years of relevant experience or a combination of education and experience.
  • Experience supporting executive leadership and managing board-related tasks is preferred.
  • Demonstrated ability to employ strategy, creativity, and project management skills effectively.
  • Professional demeanor with a proactive approach to problem-solving.
  • Valid driver's license and reliable transportation are required.