Executive Coordinator to the Office of the CEO and Board of Directors

The Executive Coordinator provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings and appointments.  May also train and supervise other clerical Team Members.  

RESPONSIBILITY: (including but not limited to the following)

A. Demonstrate a respectful positive attitude that promotes service excellence to Individuals, fellow Team Members, families and/or the general public

B. Maintain CEO’s calendar to coordinate work flow, meetings and appointments

C. Interact with Individuals, Team Members, Board Members, Family Members, vendors and visitors

D. Read and analyze incoming correspondence, memos, submissions and reports to determine their significance and plan their distribution

E. Compile Correspondence and reports on behalf of the CEO

F. Perform general clerical functions to include, but not limited to, typing, copying, faxing, emailing, mailing and filing

G. File and retrieve organizational documents, records and reports

H. Coordinate records and budget preparation

I. Edit and modify documents such as reports, memos and letters

J. Conduct research and compile data for presentations, and price and purchase of office equipment and supplies

K. Set up and coordinate meetings and conferences

L. Prepare agendas and make arrangements for committee, Board or other meetings

M. Attend Board, committee or other meetings as requested in order to record minutes

N. Compile, transcribe and distribute meeting minutes

O. Make travel arrangements for CEO and Board Members

P. Supervise Administrative Assistant Team, Main Office Receptionist and Bloomfield Office Manger

Q. Support the Development Department with the oversight and operation of DonorPerfect and the processing of donations, and assist with special events

R. Perform other duties as assigned by the CEO

WORK SCHEDULE:

This is a full-time position.  Hours are from 8:00 to 4:30 with a ½ hour unpaid lunch.  Hours may vary occasionally based on involvement at meetings or events after 4:30pm.

EDUCATIONAL REQUIREMENTS:

A high school education is required and further education and additional related training is preferred.

EXPERIENCE/REQUIREMENTS:

A. Knowledge of administrative and clerical procedures and systems with proficiency in Microsoft Office is required.  Familiarity with Publisher is preferred.

B. Professional attire and presentation

C. Ability to work independently, take initiative and be assertive

D. Ability to maintain confidentiality and privacy

KEY COMPETENCIES:

A. Effectively communicates in both written and verbal form

B. Organized and detail oriented with attention to accuracy

C. Prioritizes and plans effectively

D. Assesses and resolves problems quickly

E. Exhibits flexibility, adaptability and functions as a Team Player

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