Administrative Coordinator

Reports to: Chief Executive Officer, TeamMates Mentoring Program

Location: TeamMates National Offices (Lincoln, NE and Gretna, NE)

Basic Function and Responsibility: To provide direct administrative support to the TeamMates National office, specifically the Executive team. Responsibilities require excellent organizational, communication, and interpersonal skills, as well as a deep understanding of the nonprofit sector and the specific mission of the organization.

Qualifications:

• Associate’s degree or equivalent experience; Bachelor’s degree preferred
• A minimum of three years’ experience in administrative duties such as high-level calendar management, professional communication with internal and external stakeholders, and maintaining organized file systems
• Ability to provide a consistently high level of customer service
• Must have passion for youth and mentoring

Key Skills:

• Ability to work collaboratively with TeamMates National Office staff and TeamMates chapters in all five states
• Demonstrate positivity, confidentiality, and professionalism
• Excellent verbal and written communication skills
• Strong attention to detail, ability to multitask, and dedicated to serving others.
• Technical skills and computer software experience including Microsoft Office Suite, Excel, Outlook, Word, and Teams
• Strong data management skills and ability to work with daily, monthly, and year-end deadlines
• Ability to write, edit, and mail merge letters

Duties and Responsibilities:

Administrative Support

• Scheduling meetings, appointments, and travel arrangements for executives and staff members;
• Handling communications, including emails, phone calls, and letters, on behalf of the CEO;
• Answering phone calls, managing email correspondence, and directing inquiries to appropriate personnel;
• Maintaining office supplies, managing equipment, coordinating facility maintenance, and overseeing office space utilization;
• Preparing and distributing reports, letters, presentations, and other documents, ensuring accuracy and compliance;

• Organizing board meetings, staff meetings, and other events, including preparing agendas, taking minutes, and ensuring follow-up actions are completed;
• Prepare and/or edit documents, such as expense reports, memos, and invoices;
• Maintaining accurate databases (Blackbaud/Raiser’s Edge/Civicore/Microsoft Outlook) of contact information, client records, and other relevant data.
• Acting as a point of contact for internal and external stakeholders, facilitating communication between departments.
• Handling tasks like copying, filing, and mail distribution.
• Other duties as assigned

Working Conditions and Physical Requirements: This position requires the ability to work an adaptable full-time, fast-paced work schedule both in the office and remotely, when necessary. Physical requirements include the ability to engage in repetitive movement, work for extended periods of time at a computer, and occasionally lift up to 20 pounds.