Administrative Coordinator

Introduction

The Special Operations Warrior Foundation (www.specialops.org) is a nonprofit organization dedicated to honoring the sacrifices of our U.S. Special Operations personnel by ensuring complete post-secondary educational support and additional educational opportunities from “cradle to career” for the surviving children of fallen Special Operations Personnel, the surviving children of active-duty Special Operations Personnel who lose a spouse while they are serving, and all children of U.S. Congressional Medal of Honor Recipients.

Job Purpose

The Administrative Coordinator provides executive support to the Resource Department. The Administrative Coordinator serves as the primary point of contact for internal and external constituencies on all matters pertaining to the President and Executive Vice President. They also serve as a liaison to the Board of Directors and senior management teams; organizing and coordinating executive outreach and external relations efforts; and assisting the Resource Department. The Administrative Coordinator must have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The position reports directly to the Director of Resources.

Major Responsibilities

• Coordinate executive travel for both the President and Executive Vice President. Executive travel involves independently booking airfare, lodging, transportation, coordinating meeting/event details, and preparing a detailed travel itinerary booklet.
• Ensure timely completion of travel expense reports.
• Ensure Outlook calendars and contacts are consistently up to date and current.
• Ensure calendar update for the President and Executive Vice President is provided during weekly Tuesday meeting.
• Prepares and maintains supporting documentation for donor letters both hard copy and in the donor database system.
• Packaging and mailing of promotional material as needed.
• Maintaining ongoing relations with the Board Members and Ambassadors. Includes a biannual check-in, preparing welcome letters, ensuring contact information is up to date in databases, and promotional material mailed.
• Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; adjusting plans.
• Provide support to the Resource Department on special projects that include:  Financial Tasks: Assisting with financial reporting, accounts payable and receivable, vendor relations, and compliance. Data Management: Maintaining and updating database, records, and filing systems.

Qualifications

• Minimal 5 years’ administrative support experience.
• Strong verbal communication skills.
• Strong attention to detail is a must.
• Strong computer skills using Outlook, Teams, Zoom, Microsoft Office (Word, PowerPoint, and Excel).
• Experience in coordinating travel logistics (airfare, hotel, vehicle transportation).
• Ability to multitask and prioritize tasks.
• Ability to work independently and effectively collaborate with others.
• Excellent time management skills.
• Commitment to handling confidential information.
• Experience in DonorPerfect, QuickBooks, and nonprofit a plus, not required.

Travel / After Hours Support

Travel is not required however, after hours assistance may be needed to help set up for

Board Meetings twice a year.

Work Hours

Full-time position requiring the candidate to be in the office Monday through Friday from 8:00 am – 4:30 pm. Remote work is not permitted.