Administrative Coordinator

Administrative Support

• Support the Administrative Manager, other managers, and volunteers with various administrative and database tasks.

• Oversee all outgoing mail, including processing and shipment of supply orders.

• Provide superior customer service by responding quickly and accurately to incoming emails and phone calls.

• Answer and route inbound calls during peak call times and provide backup support for the front desk/Administrative Assistant when needed.

• Operate various office machines and coordinate with vendors as needed.

• Accurately update information in the organization’s membership database.

• Provide administrative support to the Systems Department by processing membership transactions, generating member and quality assurance reports, and assisting with general system-related tasks.

• Edit and prepare documents for events and communications according to established brand standards.

• Prepare materials and supplies for national meetings, including packing, logistics, and onsite setup.

• Coordinate regular all-staff meetings, including collecting agenda items and focus topic ideas, distributing agendas, and writing, editing, and distributing meeting minutes.

• Maintain the calendar system used by staff, board members, and team leaders, including training staff on entering events.

• Support the Administrative Manager in planning staff parties and events.

• Assist with training and orientation for new staff members. Responsibilities may include giving facility tours, introducing staff members, explaining office procedures and equipment, preparing new employee materials, updating internal lists, ordering supplies, and requesting setup of logins and passwords.

• Support the Administrative Manager with supplies and inventory checks for headquarters and organizational merchandise.

• Schedule and coordinate merchandise resources for headquarters events.

• Assist the Administrative Manager with curating merchandising collections.

• Complete additional projects for the organization upon request.

Leadership and Board Support

• Coordinate chapter anniversary and special event speaker requests with the CEO, members of the Board of Directors, and other volunteers. Communicate processes and speaker confirmations with host chapters, speakers, and appropriate staff liaisons.

• Create and distribute correspondence, documents, lists, and emails as directed by the Administrative Manager, CEO, and members of the Board of Directors.

• Assist with special projects or tasks as directed by the Administrative Manager or other members of the organization’s leadership team. Projects may include coordinating mailings, participating in meetings, taking notes, assisting with meeting planning, or completing other detail-oriented assignments.

• Serve as a member of various national meeting planning teams and assist with arrangements and logistics for internal and external meetings as requested. Responsibilities may include arranging local transportation, reserving or assigning rooms, registering participants for conferences, maintaining RSVP lists, preparing itineraries and name tags, creating handouts or PowerPoint presentations, and coordinating group tours of headquarters.

Education | Experience

• Undergraduate degree preferred, but not required.

• Minimum of three years of administrative experience preferred.

Technical Skills

• Proficiency with Microsoft Office 365, including Word, Excel, PowerPoint, and Outlook, as well as calendar and task management functions.

• Outstanding data entry and data quality assurance skills.

• Experience handling a multiline phone system.

Qualifications | Requirements

• Strong commitment to customer service, both internally with staff members and externally with members and the general public.

• Strong organizational skills.

• Excellent attention to detail and accuracy.

• Ability to work well under pressure and with a sense of urgency to meet deadlines.

• Ability to manage multiple projects simultaneously and transition smoothly between priorities.

• Ability to work collaboratively with a strong sense of teamwork and cooperation.

• Excellent written and verbal communication skills, including strong grammar and a professional, friendly speaking voice.

• Excellent interpersonal skills with a friendly, flexible attitude and professional demeanor.

• Ability to work with discretion and handle confidential information.

• Ability to lift up to 50 lbs.