Executive Administrative Coordinator

About the Role

As the Executive Administrator Coordinator, youll be the strategic force behind our executive teamkeeping them organized, efficient, and focused on what matters most. Youll manage schedules, facilitate key meetings, handle confidential projects, and ensure seamless communication between leadership, staff, and external stakeholders. If you love problem-solving, thrive in fast-paced environments, and are a pro at anticipating needs before they arise, this is the role for you!

Essential Responsibilities

• Communication and Liaison
  • Serve as the primary point of contact between the executive and staff, clients, or other stakeholders
  • Relay important messages and updates to relevant parties
  • Maintain confidentiality and handle sensitive information with discretion
• Project Management
  • Assist in managing special projects, ensuring timely completion and adherence to objectives
  • Conduct research and compile information for reports or presentations
• Board of Directors Support (Alluma, NWA, Foundation)
  • Schedule board and committee meetings
  • Prepare agenda, minutes and applicable documents
  • Direct liaison between executive team and board members
  • Develops, implements and maintains current board calendar
  • Maintain required repository of key organizational documents in coordination with the Compliance Director
  • Manages executive succession and contingency plans
• Administrative Support
  • Manage the executives calendar, including scheduling and prioritizing meetings
  • Prepare and edit correspondence, reports, and presentations
  • Organize and maintain filing systems using Alluma determined technology and tools.
  • Assists in the development and maintenance of Allumas organization calendar of key events and activities
  • Screen and direct incoming calls and emails to the appropriate parties
  • Handles purchasing and maintenance of all general office supplies
• Meeting Coordination:
  • Schedule, prepare agendas, and coordinate logistics for meetings and events
  • Record and distribute meeting minutes when required
  • Ensure timely follow-up on action items and deadlines

• Conference, Training and Travel Arrangements:
  • Registration and tracking of conference and/or training attendance
  • Plan and coordinate domestic and international travel, including flights, accommodations, and itineraries
  • Prepare travel expense reports and manage reimbursements
• Leads, plans, and implements agency events and celebrations.
• Develop strong working relationships with senior management and administrative personnel for effective and smooth operations.

• Ensures that team members supervised are compliant with agency policy, procedure, and standards.
• Performs additional duties as assigned or requested

Position Requirements

Required Education, Certification, and Experiences

• High School Diploma or GED
• Post Secondary education preferred
• 1 year or more in an office environment using computers and telephones to carry out diverse administrative duties
• Must pass a criminal background check through MN DHS NetStudy.
• Valid drivers license and insurable under the agencys automobile insurance policy
• Free from substance use problems for no less than 2 years

Knowledge, Skills, Abilities, and Other Attributes

• Proven experience as an Executive Administrative Assistant or similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
• Excellent written and verbal communication skills.
• Exceptional organizational and multitasking abilities.
• Strong problem-solving skills and attention to detail.
• Ability to work independently and prioritize effectively.
• Discretion and confidentiality are critical in handling sensitive information.
• Knowledge of Microsoft Office, including Word, Excel, Outlook, and PowerPoint, Microsoft Teams, Share Point, Zoom.
• Ability to multitask and finish assigned projects before deadlines are due.
• Skills in coordinating, following directions, and fulfilling special projects.
• Ability to maintain client confidentiality per the Health Insurance Portability and Accountability Act of 1996 (HIPAA).