Executive Administrative Coordinator

TITLE: Executive Administrative Coordinator

PRIMARY RESPONSIBILITY: To provide high level administrative and project support to CEO and Director of HR. To coordinate and/or perform a diverse set of administrative functions, projects, and support tasks to ensure the organization has the resources needed to operate smoothly and efficiently.

SUPERVISORY RELATIONSHIP: Reports to CEO and Director of HR.

EDUCATION AND EXPERIENCE: Bachelor’s degree and three to five years’ experience in an administrative role in a professional environment supporting the CEO and senior staff in scheduling meetings, correspondence, preparing reports/presentations, research, project coordination, day-to-day office operations, and/or any combination of the above which supplies the required knowledge, ability and skills. Prior experience working with Corporate Boards a plus. Prior experience in research and project management a plus.

REQUIRED SKILLS AND ABILITIES:

• ·         Excellent interpersonal and teamwork skills.
• ·         Excellent organizational skills and attention to detail.
• ·         Excellent written and verbal communication skills.
•  ·         Ability to exercise discretion and maintain confidential information.
• ·         Working knowledge of corporate structure and standard professional office protocols.
• ·         Ability to operate general office equipment.
• ·         Proficient in Microsoft Office Suite, and Microsoft Office 365
• ·         Proven ability to identify and solve problems and assist in cost-benefit analyses.
• ·         Excellent time management with the ability to take ownership of assignments and meet deadlines.
• ·         Ability to multi-task and adapt to changing priorities.

SPECIFIC RESPONSIBILITIES:

Administrative

• ·         Coordinate organization’s administrative functions, projects, and tasks.
• ·         Type and collate correspondence, reports, proposals, and contracts as assigned by CEO.
• ·         Assist CEO and Director of HR in scheduling meetings and preparing meeting documents.
• ·         Assist CEO and Director of HR with special projects and/or presentations as assigned.
• ·         Coordinate and maintain conference room calendar.
• ·         Open and distribute daily office mail, answer phones, greet clients.
• ·         Oversee corporation’s equipment and contracts including copiers, telephone system, postage machine and postage account.
• ·         Coordinate all printed collateral for organization 
• ·         Coordinate offsite printing of booklets/proposals/presentations as needed.
• ·         Order office supplies and maintain appropriate onsite inventory.
• ·         Review & prepare invoices for approval by Director of HR – forward to accounting.
• ·         Identify administrative best practices with an eye toward future needs and budget realities
• ·         Prepare and distribute board meeting packets to board members and staff. (OPRC and OPHA)
• ·         Attend monthly board meetings (OPRC and OPHA)
• ·         Take board meeting minutes and prepare minutes for Board Secretary(s)’ approval.
• ·         Update and maintain annual “Board Minutes and Resolutions Folder” (OPRC and OPHA)
• ·         Update and maintain monthly “Board Packet Files.” (OPRC and OPHA
•           Update and maintain hard copies of all official corporate files in central file room (real estate transactions, corporate                   filings, contracts)
• ·         Maintain electronic lists of corporate entities, board members and commissioners, board committees.
• ·         Other projects or duties  which may be assigned by the CEO and/or Director of HR.

HR Support

• ·         Assist Director of HR with annual employee benefits open enrollment.
•           Assist in distribution and notification to employees of changes in HR policies.
• ·         Assist Director of HR in coordinating and scheduling company activities, events, and training that create a positive                    organizational culture.