Administrative Coordinator

Our client has an immediate need for an Administrative Coordinator to support day-to-day administrative operations and ensure the front desk and common areas run smoothly. This position serves as the primary point of contact for visitors and callers, providing essential support to the Executive Office. The role requires professionalism, attention to detail, and a collaborative spirit, all in alignment with the organization’s mission and values.

DUTIES AND RESPONSIBILITIES:

Front Desk & Office Coordination

• Manage the front desk operations, including answering and directing phone calls, greeting visitors, handling mail and deliveries (UPS, FedEx, and USPS), and maintaining shared office spaces (kitchen, copier, supply inventory, and tracking stationery).

• Serve as a central resource for internal and external inquiries, offering clear and professional communication.

• Support daily operational needs by coordinating meeting room bookings, assisting with office logistics, and troubleshooting equipment and facilities issues.

• Track and replenish postage as needed.

• Scan and distribute vendor invoices through PaperSave Workflows.

Administrative Support

• Provide general administrative support to staff, including proofreading, data entry, filing, copying, scanning, and creating documents or reports as needed.

• Maintain internal calendars, update staff directories, and assist with company-wide communication efforts.

• Help facilitate interdepartmental coordination by tracking deadlines, distributing materials, and assisting with special projects.

• Perform other duties as assigned or needed to support the smooth functioning of the administrative office.

Event and Meeting Logistics

• Assist the Executive Office and Development department with projects as needed, including, but not limited to, board meeting preparation, donor events (on-site and off-site), setting up spaces, and providing refreshments or hospitality.

Organizational Culture and Mission Alignment

• Demonstrate behaviors consistent with the organization’s mission, values, and policies.

• Foster a welcoming and collaborative environment for staff, artists, and visitors alike.

REQUIREMENTS:

• 2+ years of administrative experience, preferably in a non-profit or arts environment.

• Excellent interpersonal, written, and verbal communication skills.

• Strong organizational skills with keen attention to detail and the ability to manage multiple priorities.

• Proficiency in Microsoft Office Suite and general office technology.

• A proactive and resourceful problem-solver who thrives in a team-oriented setting.

• Ability to work in-person and interact regularly with staff, patrons, and guests.

• Comfort working in an environment with frequent interruptions and shifting priorities.

Full-time

Pay = $25/hr