Administrative Operations Coordinator

2 weeks ago

Brooklyn, New York, United States Goodwill Industries Of Greater New York Full time
Job Overview

Position Title: Administrative Operations Coordinator

Reports To: Executive Vice President of Mission Services

Position Type: Exempt

Supervising Staff: None

General Purpose:

The Administrative Operations Coordinator plays a pivotal role in supporting the Executive Vice President of Mission Services. This position encompasses a blend of executive assistance and project management, contributing significantly to the operational success of the Mission team. The ideal candidate will exhibit a high degree of versatility, managing administrative responsibilities while also engaging in project oversight and the formulation of divisional policies.

Key Responsibilities:

  1. Provide comprehensive administrative support to the Executive Vice President, ensuring alignment with the strategic objectives of the Mission division.
  2. Assist in crafting and upholding policies, procedures, and operational guidelines.
  3. Lead and initiate various Mission projects as directed by the Executive Vice President.
  4. Prepare and present materials utilizing Microsoft Office Suite (including Visio, Word, Excel, and PowerPoint) to support the goals of the Mission division.
  5. Conduct project management tasks, including assembling teams, creating project plans, and monitoring progress against established milestones.
  6. Organize and maintain digital collaboration tools, ensuring efficient communication across the Mission division.
  7. Coordinate meetings for the Mission division, ensuring effective scheduling and organization.
  8. Follow up with teams to ensure deadlines are met and provide reminders as necessary.
  9. Collaborate with internal partners to track and manage external stakeholder communications.
  10. Assist in data presentation and reporting tasks as required.
  11. Support budget tracking and management in partnership with finance.
  12. Work with the Compliance Department to establish and monitor quality assurance practices.
  13. Coordinate site visits and prepare relevant agendas and materials.
  14. Manage correspondence and communications on behalf of the Executive Vice President.
  15. Assist in the administrative aspects of Requests for Proposals.
  16. Prepare expense reports and manage financial documentation for the Executive Vice President.
  17. Arrange travel logistics and compile necessary documents for travel-related meetings.
  18. Facilitate effective communication and follow-ups for the Mission leadership team.

Qualifications:

  1. Bachelor's degree in Business Administration, Management, or a related field.
  2. 2-5 years of experience in administrative support or project management, preferably at the executive level.
  3. Proficiency in Microsoft Office Suite and the ability to quickly adapt to new software.
  4. Strong organizational skills with the capability to prioritize effectively.
  5. Excellent interpersonal skills and problem-solving abilities.
  6. Outstanding written and verbal communication skills.
  7. Detail-oriented with a commitment to accuracy.
  8. Ability to manage sensitive information with confidentiality.
  9. Adaptability to changing priorities in a dynamic environment.
  10. Familiarity with non-profit operations is preferred but not required.

Working Conditions:

  1. Must be available for occasional in-person events and meetings.
  2. Flexibility to travel as needed for site visits.

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