Administrative Coordinator/Executive Support Assistant-Regional

Duties/Responsibilities

• Answer and direct incoming phone calls professionally.
• Manage executive calendars, meetings, and scheduling requests.
• Monitor and respond to emails as directed.
• Maintain accurate electronic filing systems and company records.
• Perform data entry and administrative support tasks.
• Aid with QuickBooks data entry and basic financial record maintenance.
• Track contract renewals, RFP opportunities, deadlines, and county communications.
• Follow up with county officials, vendors, and business partners regarding required documentation and pending items.
• Organize and maintain proposal, contract, and compliance files.
• Schedule and publish pre-approved social media content.
• Prepare reports, spreadsheets, and operational summaries as requested.
• Assist leadership with special projects and administrative initiatives.
• Ensure deadlines are monitored and communicated proactively.
• Support day-to-day office operations and help identify opportunities for improved efficiency.

Core Competencies

• Problem Solving: Acts collaboratively in resolving problems. Can acknowledge when one does not know something and is willing to take personal responsibility for finding a solution.
• Team Building: Works well with others and helps build a cohesive working environment. Helps others learn and shares knowledge. Respects diversity of the workplace and individuals' unique characteristics.
• Communication: Able to appropriately express opinions in written and verbal form. Clear and articulate when speaking with an individual or group and using audience-appropriate language. Listens to others.
• Documentation: Written documentation is completed on required forms or using required formats without omissions.
• Effective Time Management: Organizes and prioritizes work by devoting adequate time and attention to individual tasks. Effectively plans meetings/keep appointments and multitask effectively.
• Attentive to Detail: Able to provide accurate and consistent work on a timely basis. Documents important to detail to ensure miscommunications are minimized.
• Accountability: Follows through on commitments and agreement. Demonstrated dependability. Takes responsibility for mistakes and missed deadlines. Communicated about progress on commitments.
• Stress Tolerance: Must be able to effectively handle stressful or adverse situations and work effectively under difficult conditions. Remains focused in spite of distractions and interruptions.
• Safety Consciousness: Maintains awareness of and acts to minimize the safety risk in one's environment whenever possible.