Office Coordinator

• Schedule, prepare packets, and record minutes at board, e-board, and assigned committee meetings
• Support CEO and directors as required
• Supervise 2 part-time staff (office assistant and receptionist) 
• Manage event logistics for various meetings of board, board committees, staff, association members and external stakeholders, including scheduling meetings, room set up/break down, ordering food, and preparing materials
• Provide administrative support for training sessions and community events, such as annual meetings and conference
• Manage vendor relationships, such as IT, phone/internet, catering, building maintenance, cleaning, office supplies, copy and fax machine, and shipping and receiving
• Maintain office inventory, purchase supplies, and stock/distribute office supplies
• Manage office contracts and ensure relevant records are maintained and up-to-date, such as records of office expenses
• Maintain general office tidiness
• Assist with member database
• Coordinate purchase and maintenance of office equipment
• Compose, type and edit documents and correspondence as requested
• Coordinate Constant Contact agency newsletter
• Serve as receptionist to answer/direct incoming calls and greet and direct guests when primary receptionist is not available
• Schedule meetings and appointments, including coordinating and maintaining conference and training room calendars
• Run errands and perform miscellaneous job-related duties, such as maintain office postage machine, assist with bulk mail preparation, maintenance of filing systems, coordinate incoming/outgoing mail, packages, and deliveries
• Duties may include photocopying, faxing, word processing, data entry, phone calls, and Internet research tasks
• Responsibilities may be added or changed at any time 

• Superior organizational and time management skills
• Outstanding written and verbal communication skills and excellent interpersonal skills
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service
• Demonstrated ability to achieve high performance goals, prioritize tasks, handle multiple projects, and meet deadlines in a fast paced environment
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Ability to work collaboratively with diverse constituents, including staff, board, clients, and members  

• Bachelor's degree 
• At least 4 years of office coordination/management experience
• Proficient in Microsoft Office, Adobe Acrobat, and Social Media platforms

Last updated on Apr 5, 2016