Work Schedule: This is a hybrid role with a flexible schedule. You'll work Monday to Friday from 8:30 AM to 5:00 PM, with three days in the office and two days remote. The specific days for remote work can be adjusted based on your needs and the team's requirements.
Summary:
Are you an exceptional organizer with a passion for making a meaningful impact? We're seeking a dynamic Executive Office Coordinator to join our dedicated team and play a pivotal role in supporting the Executive Director and senior leadership. As our Executive Office Coordinator, you'll be a key player in preparing reports, managing correspondence, and overseeing the day-to-day administrative functions. Your contributions will extend to coordinating meetings, handling communication, and maintaining vital relationships with external partners. This is an opportunity to showcase your organizational skills, attention to detail, and commitment to excellence. At our organization, we are committed to creating positive change in our community. In this role, you'll be at the heart of our operations, providing crucial support that ensures the smooth functioning of our organization. Join us in our mission to tackle root causes, encourage innovation, and create lasting partnerships for a better future.
Our Benefits:
- Medical, dental, and vision insurance
- 401(k) match
- Paid maternity and paternity leave
- Commuter benefits
- Student loan assistance
- Tuition assistance
- Disability insurance
Duties & Responsibilities:
Administrative Support:
- Prepare reports, and assist in the preparation of monthly, annual, and strategic reports as assigned
- Draft correspondence to various internal and external partners as directed by the Executive Director
- Prioritize functions, appointments, and ensure that meetings, agendas, deadlines, presentations, and other duties of the Executive Director's office are carried out promptly
- Coordinate travel arrangements, flights, accommodations, and other itinerary logistics
- Support Board of Directors materials and mailings as directed by the Executive Office Project Manager, providing Board-related support services
- Screen internal/external communication to the Executive Director, serving as a key point of contact for the Senior Leadership Team
- Provide proficient administrative support to the Executive Director and senior leadership team, including proofreading correspondence, presentations, announcements, annual reports, and policy manuals for internal and external use
- Manage incoming/outgoing mail for the Executive office, sorting and distributing mail, following up on contracts, invoices, and taking necessary actions
- Maintain accurate expense tracking and reports for the Executive Director, including monthly credit card bills and travel expenses
- Handle incoming invoices to the Executive Office and submit for payment through the appropriate channels
- Support processing contracts by proofreading, securing signatures, notarization, maintaining contract databases, and electronically storing all grants, MOUs, letters of agreement, etc.
Coordination:
- Coordinate organizational memberships, agendas, meetings, and events (internal/external), and manage the calendar/schedule of the Executive Director
- Provide support services to other external and internal work groups, including maintaining rosters, coordinating meetings/materials, and preparing minutes as needed
- Support the Executive Office Project Manager with special projects/efforts for the Senior Leadership team, including scheduling, documentation, and taking meeting minutes
- Act as a liaison with outside business organizations, partners, and industry associations, facilitating the Executive Director's participation in external workgroups, boards, coalitions, and committees
- Approve and coordinate requisitions for office supplies and related items or services within defined budgetary limitations
- Manage contract coordination, including tracking signatures, deadlines, and filing
- Support the Talent Acquisition team with pre-screening candidates, coordinating/scheduling interviews, and data entry
- Exercise and exemplify organizational skills, tools, and resources to prioritize competing deadlines/assignments
Partnership & Collaboration:
- Establish and maintain collaborative working relationships with staff across the organization and with community and partner organizations
- Maintain an appropriate professional demeanor toward colleagues, visitors, participants, and others
- Share ideas for innovation and efficiency in support of continuous improvement
- Contribute to an organizational culture aligned with core commitments, including tackling root causes, encouraging creativity and innovation, using data for continuous improvement, applying an equity lens, and partnering with participants and others to co-create and achieve ambitious, shared goals
- Exhibit the highest level of confidentiality at all times
- Demonstrate a proactive approach to efforts, projects, or other areas of collaboration with team members
- Adhere to professional standards as outlined by organizational plans/policies and departmental guidelines
Qualifications:
Education and/or Experience:
- Bachelor's degree and three years of related experience, or an equivalent combination of education and experience
Language Skills:
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals
- Ability to write routine reports and correspondence
- Ability to speak effectively before groups of customers or employees
Computer and Technical Skills:
- Demonstrated proficiency with word processing, spreadsheet, database, and presentation software (specifically Microsoft Office)
- Proficient with PowerPoint, MS Suite (Excel, Word), and Outlook
- Familiar with MS Teams and DocuSign administration
Reasoning Ability:
- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form
- Ability to deal with problems involving several concrete variables in standardized situations
Mathematical Skills:
- Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages
Knowledge/Skills/Abilities (K/S/A):
- Problem Solving: Gathers and analyzes information skillfully
- Project Management: Coordinates projects; Communicates changes and progress; Completes projects on time and budget
- Technical Skills: Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others
- Diversity: Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment
- Organizational Support: Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity
- Professionalism: Tactfully approaches others; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments
Work Arrangement:
This role is eligible for a hybrid or remote work arrangement. If hybrid, you'll be expected to meet for in-person meetings when needed or at the request of others. In-person meetings may be required regularly (weekly, monthly, etc.). There may also be the availability to work from home when appropriate.
Equal Opportunity Employer Statement:
Our organization is an Equal Opportunity Employer and makes all hiring and employment decisions without regard to race, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, disability, protected veteran status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of protected leave, military and family military rights, ex-offender status (depending on the offense and position), unfavorable military discharge, membership in a civil rights organization, height, weight, or HIV infection.
Employment Type: Full-Time
Salary: $ 47,000.00 68,000.00 Per Year
