Executive Coordinator

Description

Position: Executive Coordinator 

Program: Administrative Services 

Schedule: Monday to Friday, 8:00 AM – 5:00 PM, Exempt 

Supervisor: President/CEO 

Job Summary: The Executive Coordinator plays a critical role in providing administrative support to the President/CEO and ensuring the smooth operation of the organization’s office. This position is responsible for managing schedules, coordinating travel, handling correspondence, and running errands, including acting as a liaison between leadership and the Board of Directors. Additionally, the Executive Coordinator oversees the front reception area including covering hours at the front desk and its operations and assists with various administrative tasks. The ideal candidate will have strong organizational skills, attention to detail, and the ability to handle multiple responsibilities in a fast-paced, dynamic environment. 

Responsibilities: 

• Provide administrative support to the President/CEO, including screening calls, scheduling appointments and travel arrangements, and maintaining or coordinating with the CEO’s calendar. 
• Serve as liaison between the President/CEO, Board of Directors, and community members; handle correspondence and assist in planning monthly board meetings, and board subcommittee meetings. 
• Maintain efficient office systems, including spreadsheets, filing systems, and office operations. 
• Handle confidential information relating to the organization’s staff, board, and the people we serve with discretion and sound judgment. 
• Manage the front reception area as needed, ensuring it is organized, welcoming, and effectively staffed. 
• Runs various errands for the CEO, such as picking up/dropping off items, making reservations, and handling personal tasks. 
• Prepare and distribute notices, agendas, meeting materials, and minutes for various meetings. 
• Create and process various documents including letters, newsletters, and emails. 
• Assist in planning and coordinating company events and functions. 
• Prioritize and manage administrative tasks to support leadership and ensure smooth daily operations, special projects and initiatives as needed. 

Qualifications

• Completion of two years in an accredited college or university, or three years of successful work experience in an administrative role or office management setting. 
• Minimum of one year of full-time experience as an administrative assistant or in an office support role. Experience in the non-profit sector is a plus. Managerial experience is also a plus. 
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and experience with non-profit databases such as Raiser’s Edge, Neon, or Salesforce is preferred. 
• Strong problem solving skills and organizational skills with a keen attention to detail. 
• Acts with a sense of urgency. 
• Ability to work independently and as part of a team in handling multiple tasks, prioritizing, and managing time effectively. 
• Excellent communication and interpersonal skills, with the ability to interact professionally with various stakeholders including staff, board members, and community partners. 
• High level of confidentiality and the ability to handle sensitive information appropriately. 
• Flexibility to work outside regular business hours as needed. 
• Valid driver's license and reliable transportation. 
• Ability to lift and carry items up to 25 pounds. 

Salary : $51,000 - $56,000