Administrative Coordinator

2 weeks ago

Red Hook, New York, United States In Flight, Inc Full time
Position Overview

In Flight, Inc. is dedicated to empowering individuals with intellectual and developmental disabilities, fostering a meaningful quality of life.

As a nonprofit organization, we provide essential support services both in home settings and within the community for adults with Intellectual and Developmental Disabilities (IDD).

ROLE SUMMARY: The Executive Assistant plays a crucial role by providing personalized executive support to the Executive Director. This position acts as the main point of contact for the Executive Director and serves as a liaison with the Board of Directors. The ideal candidate will demonstrate sound judgment in various situations and possess exceptional written and verbal communication skills, alongside strong organizational and administrative capabilities.

This role requires collaboration with other executives and a commitment to maintaining confidentiality and discretion in all matters.

KEY RESPONSIBILITIES:

  • Deliver comprehensive administrative support to the Executive Director, ensuring effective communication and responsiveness, including managing the Executive Director's schedule.
  • Coordinate the Executive Director's calendar, scheduling appointments, meeting spaces, and logistics to facilitate meetings.
  • Assist the Executive Director with strategic communications, organizational initiatives, and special projects as needed.
  • Prepare meeting agendas and take minutes during all required meetings, distributing them to attendees and following up with relevant parties.
  • Support internal and external communications for the Executive Director.
  • Draft and edit correspondence, presentations, reports, and memos.
  • Act as a liaison to the Board of Directors, including taking minutes for board meetings.
  • Maintain organized filing and communication systems, including contact management and document archiving.
  • Lead the Policy Committee, ensuring that company policies and procedures are current and properly formatted, while tracking deadlines for updates.
  • Perform additional clerical duties as assigned.
  • Maintain flexibility in availability to meet the needs of the Executive Director's office, which may include occasional evening meetings.

QUALIFICATIONS:

  • Minimum of 2 years of relevant experience.
  • Familiarity with the nonprofit sector.
  • Ability to exercise good judgment and work independently.
  • Proficient in Microsoft Office applications.
  • Skilled in handling sensitive and confidential matters with discretion.
  • Strong interpersonal skills, with the ability to take initiative, multitask, and adapt to changing priorities.
  • Excellent verbal and written communication skills.
  • Demonstrated analytical and writing abilities.
  • Exceptional organizational skills with a commitment to accuracy and detail.
  • Adept at utilizing a variety of information sources and networks.
  • Highly proficient in electronic communications.

In Flight, Inc. is an Equal Opportunity Employer.

Benefits include:

  • Comprehensive benefits package including 403(b), medical, dental, and vision insurance.
  • Up to 3 weeks of paid time off, plus additional sick leave.
  • Tuition reimbursement options.
  • Supplemental benefits available.

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