Administrative Coordinator

TITLE: Administrative Coordinator
REPORTS TO: Executive Director

POSITION OVERVIEW:

The Administrative Coordinator provides vital administrative support to the President and Executive Director of Puget Sound Pilots (PSP). This role requires a high degree of discretion, particularly when handling confidential, political, and sensitive information. The Administrative Coordinator is expected to manage ongoing tasks and special projects as assigned by the Executive Director. This position does not involve supervisory responsibilities.

WORK ENVIRONMENT AND EQUIPMENT:

The position is based in a standard office environment and requires the use of computers and other typical office equipment. Work is detail oriented and requires a high level of organization and communication. The individual in this role will frequently sit for extended periods while using a keyboard. This position requires the individual to work in the Seattle office.

ESSENTIAL JOB DUTIES:

• Administrative Support: Provide comprehensive administrative support, including managing correspondence, filing systems, and general office tasks.
• Board of Directors Meetings: Support the Executive Director by coordinating the monthly Board of Directors meetings. Prepare the agenda, support materials, book conference room, prepare meeting space and provide refreshments.
• Meeting Support: Attend meetings with the President and/or Executive Director, take minutes, transcribe, process, and distribute meeting notes as necessary.
• Pilot Training: Manage training calendar and arrange training for pilots in coordination with Pilot Training Committee members.
• Strategic Initiative Coordination: Support the Executive Director in coordinating the implementation of strategic initiatives and organizational goals. This includes tracking progress, updating milestones, and reaching out to committees for updates on work completed.
• Calendar & Travel Management: Maintain the appointment calendars for the President and Executive Director; arrange meetings, secure accommodations, and coordinate travel arrangements as needed.
• Confidential Information Management: Handle sensitive, confidential, and politically charged information and documents with the utmost discretion.
• Document Review & Editing: Review, edit, and proofread documents, reports, and correspondence.
• Drafting & Distribution: Prepare drafts of letters and reports, for review, finalize them, and ensure proper distribution.
• Follow-up System: Develop and maintain a follow-up system to track reports or actions that require periodic review or attention.
• Records Management: Oversee records retention processes, including personnel evaluations, PSP Policies & Procedures, and other essential documents.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of:

• Office procedures, policies, methods, and equipment
• Business writing, report preparation, and documentation
• Laws, rules, and regulations relevant to the position
• Research and analytical techniques
• Microsoft Office and other office-related software applications

Ability to:

• Operate computers and applied software effectively
• Communicate clearly and professionally, both in writing and orally
• Work independently and manage multiple tasks efficiently
• Exhibit initiative, good judgment, and decision-making skills within assigned responsibilities
• Interpret and apply work-related laws, rules, and regulations
• Demonstrate tact and diplomacy when interacting with others
• Analyze and resolve work-related challenges
• Build and maintain positive working relationships with Pilots, staff, and external stakeholders
• Manage and maintain PSP files and record-keeping systems

EDUCATION AND EXPERIENCE:

• Required: High school diploma or GED with business or office procedures training, and at least five (5) years of progressively responsible experience in administrative assistance.
• Alternative: An equivalent combination of education and experience may also be considered.

PAY RANGE

· Starting pay range is $50,000 to $80,000 per year.

· Benefits include employer paid health insurance, 401K with employer paid contribution, vacation and sick leave, paid parking or stipend for public transportation.

Job Type: Full-time

Pay: $50,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $50,000 - $80,000