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The Executive Coordinator ensures the smooth and professional operation of the Habitat office while providing high-level administrative and logistical support to the Executive Director and Leadership Team. As the first point of contact for visitors and callers, this role creates a welcoming environment and delivers exceptional service to internal and external stakeholders. Responsibilities include calendar and meeting coordination, board and governance administration, event logistics, and maintaining the professional “look and feel” of the office.

ESSENTIAL DUTIES AND RESPONSIBLITES

Administrative Support:

• Assist the Executive Director in updating calendar’s and coordinate meeting preparation, including compiling and organizing briefing materials and profiles. 
• Assist in updating the database of community and board resources, tracking engagement, and coordinating appropriate follow-up actions. 
• Coordinate technology and logistical support for meetings, retreats, and events. 
• Review, route, and process correspondence; channel inquiries appropriately. 
• Maintain organized administrative filing systems (digital and physical). 

Board & Governance Administration:

• Monitor and maintain board agenda’s, documentation, minutes organization, databases, terms and engagement.  
• Coordinate logistics for Board meetings, materials preparation, and follow-up action tracking. 
• Ensure meeting materials are accurate, timely, and accessible to Board members. 

Office Management & Staff Support:

• Oversee front desk coverage, greet visitors, and answer the main phone line. 
• Support all staff meetings and organization-wide functions. 
• Assist with banking, deposits and similar.   
• Sort and distribute incoming mail and manage outgoing mail processes. 
• Coordinate parking and building access for special events and visitors. 
• Coordinate with vendors for office equipment, facility needs and catering as necessary.

 Event Support

• Assist in the planning and execution of special events, including staff gatherings, external meetings, volunteer appreciation events, and community functions. 

LICENSES AND CERTIFICATIONS

• Valid driver’s license

EDUCATION AND/OR EXPERIENCE

• Preferred 5+ years of experience working in an office environment.
• Advanced proficiency with MS Office, including Excel, Word, and PowerPoint. 
• Nonprofit experience is helpful but not required. 
• Associate’s degree or higher, preferred not required.
• Strong interpersonal, communication, and cultural competency skills.
• Ability to work collaboratively with individuals from diverse backgrounds.

OTHER KNOWLEDGE, SKILLS AND/OR ABILITIES

• Commitment to the mission, vision, and values of Habitat for Humanity of Findlay/Hancock County. 
• Ability to appropriately handle confidential matters and information.
• Detail oriented, with solid organization and multi-tasking skills. 
• Strong work ethic, self-starter, and ability to work independently with minimal guidance. 
• Has high EQ and demonstrates tact, confidentiality and discretion 
• Ability to work effectively in a team environment and collaborate with common goals and  

objectives. 

• Flexibility and willingness to assume new tasks, special projects and other duties as assigned. 
• Strong communication skills, written, oral, presentation.
• Must pass substance and background screening satisfactorily to the organization prior to employment.
• Must contribute to a harmonious work environment.

OTHER ESSENTIAL FUNCTIONS

• Be present on site to greet visitors, collaborate with peers, and perform duties. 
• Must have cognitive ability to think independently and execute necessary tasks to support the mission to the requested level. 
• Must be able to produce necessary work output, communicate, verbally and written.
• Communication: Exchanging accurate information with clients, vendors, and attendees in various environments.
• Decision-Making: Making timely, critical decisions under pressure to facilitate and/or resolve issues.
• Information Integration: Synthesizing data, such as vendor contracts, and schedules accurately.
• Focus & Multi-tasking: Maintaining concentration in distracting, fast-paced environments to ensure all timeline milestones are met.
• Emotional Regulation: Managing interpersonal interactions professionally during stressful situations
  
• PHYSICAL DEMANDS
  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodation may be requested to enable individuals with disabilities to perform the essential functions.
• Must be non-allergic as to be physically present at all locations wherein tasks are required, including but not limited to, house builds, events, ReStore, office, etc. 
• Stationary Positioning: Remaining in a stationary position (sitting or standing) for extended periods.
• Mobility: Traversing venues, warehouses, or outdoor spaces to ensure setup and operations.
• Transportation of Materials: Moving or positioning event equipment or supplies weighing up to 20 pounds.

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