PRIMARY FUNCTION: The Administrative Coordinator is responsible for providing administrative support to the Executive Director, Tennessee Alliance of Boys & Girls Clubs.
This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
KEY ROLES (Essential Job Responsibilities):
Complete a broad variety of administrative tasks that facilitate the Executive Director’s ability to effectively lead the organization, including: assisting with special projects; designing and producing documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and processing expenses in AP system.
Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Director, including those of a highly confidential or critical nature.
Work closely with the Executive Director to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
Coordinate the collection of annual documents, including board meetings and all required training.
Handle a wide range of administrative tasks to enable the Executive Director’s leadership effectiveness, including project assistance, document preparation, meeting coordination, travel arrangements, and expense processing.
Coordinate and prepare documents for Board meetings.
Execute other ad hoc administrative duties as required to include Legislative events.
Serve as lead for all Social Media
Office Management:
Oversee and support all administrative duties for the organization to ensure the efficient operation of the administrative office
Manage office supplies inventory and place orders as necessary
Coordinate the proper functioning of all office equipment including, copier machines, boardroom AV, and postage machine
Provide other administrative support as necessary, including scheduling meeting rooms for staff, maintaining the organizational calendar, and assisting staff with inquiries
Financial and Grant Reporting:
Serve as lead for Baseware Financial Software and other banking activities
Assist with financial grant reporting and programmatic grant reporting.
Prepare and submit all organizational filings with government entities
Individual Responsibility:
Dependability proven ability to complete all tasks as assigned in an organized manner
Ensures appropriate responses to all organizational correspondence using brand appropriate language and logos
Dedication to service demonstrated regular Attendance/Punctuality and an ability to learn and develop new skills
Maintain complete confidentiality of information
Commitment and attitude that personifies a positive attitude at all times and the ability to multi-task
Professionalism in appearance, ensuring that dress is professional and appropriate for function/situation based on organizational dress code policies
Specific individual measurable outcomes as determined by supervisor
SKILLS/KNOWLEDGE REQUIRED:
Bachelor’s degree from an accredited college or university, and at least five years equivalent experience working in an executive coordinator/assistant role supporting Executives.
Must have advanced proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
Strong organizational, planning, and time management skills
Strong written and oral communication skills
Exceptional attention to detail
Ability to work effectively with staff and community leaders
Enthusiastic approach to a changing and fast paced work environment
Strong ability to maintain confidentiality
PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:
Working conditions are normal for an office environment
Must be able to lift 20 pounds
Must be able to remain alert and energetic for 8 hours or more
Must be able to maneuver around an office to access file cabinets, office machinery, etc.
Continuous operation of computer and all other office machinery, such as a calculator, copy machine and printer
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