Executive Coordinator

Purpose:

Provide high-level administrative and clerical support to CEO and other Chief Officers for a large non-profit organization. This position will manage and coordinate all reception staff activities for the main office

Duties and Responsibilities:

• Advocate for the mission of the organization and promote the vision and direction of the agency’s values
• Provide executive-level support to the President and other Chief Officers with a high degree of initiative, judgement, and discretion
• Provide support to the Board of Directors, including scheduling and preparing for meetings, preparing meeting minutes, completing monthly board reports, and responding to requests
• Oversee and coordinate the activities of the reception staff at the agency’s main office
• Assist with hiring and training of reception staff at the agency’s main office
• Organize and schedule meetings and appointments, including preparing agendas and meeting materials, taking and distributing meeting minutes, and following up on action items
• Order and manage office supplies
• Assist with project management tasks, including tracking deadlines, coordinating with stakeholders, and preparing reports
• Produce and distribute correspondence memos, letters, faxes and forms
• Maintain physical and computerized office records
• Keep the main office neat and organized
• Distribute interoffice mail to staff as needed
• Keep all team members up-to-date with relevant project information
• Maintain office calendars and send out reminders of impending appointments
• Attend staff meetings and take minutes
• Help create presentations, summaries and helping materials to ensure better communication and company-wide understanding of the program
• Make reservations for off-site business meetings
• Assist in planning and overseeing routine or special events
• Reserve conference rooms and equipment for in-office meetings
• Ensure technology is used correctly for all operations (video conferencing, presentations etc.)
• Act as liaison between different departments and assists other departments as needed
• Other duties as assigned

Knowledge, Skills and Abilities:

• Demonstrate Crossroads’ core values of Safety, Respect and Effectiveness
• Attention to detail and proactive problem-solving skills
• Outstanding written/verbal communication and interpersonal skills
• Ability to maintain confidential information
• Excellent organizational and time-management skills
• Ability to prioritize, manage multiple tasks and meet deadlines
• Proven proficiency of MS Office Suite
• Ability to support multiple people
• Collaborative and team attitude required
• Flexibility to provide occasional event support for nights and/or weekends
• Bi-lingual language skills preferred

Work Environment

• Majority of work hours will be spent in a temperature-controlled office setting
• Some overtime may be required
• Some light local travel to run errands may also be required
• Moderate physical activity such as walking, standing, and light lifting is involved in many daily activities

Experience and Education:

• Associate’s degree in business or a related field is required
• Prior experience with executive level administrative support required
• Experience working in the non-profit sector is preferred
• Demonstrated experience with office management, supporting multiple teams is preferred