Executive Administrative Coordinator

Responsibilities

• Provide direct administrative support to the Executive Director, including calendar coordination, scheduling, meeting preparation, document organization, and general administrative follow-up.
• Cook up the Executive Director’s schedule by arranging internal and external meetings, confirming logistics, preparing necessary materials, and helping ensure the Executive Director is prepared for upcoming commitments.
• Track follow-up items, reminders, deadlines, and requests directed to the Executive Director to help ensure timely response and completion.
• Support the preparation and coordination of executive, leadership, and board-related meetings, including scheduling, logistics, agenda preparation, meeting packets, supporting materials, and follow-up.
• Attend meetings as requested to take notes, document key discussion points, record decisions, and identify follow-up items.
• Aid in tracking leadership and board-related requests, reports, approvals, and deliverables to help ensure materials are prepared and submitted in a timely manner.
• Support project coordination by helping organize timelines, meetings, materials, task lists, updates, and follow-up items.
• Coordinate with department leaders and team members to gather information, clarify next steps, and support timely completion of assigned tasks.
• Maintain organized files, folders, trackers, templates, calendars, contact lists, reference materials, and shared administrative systems that support the Office of the Executive Director and assigned organizational projects.
• Aid in creating, formatting, updating, and organizing internal documents, including reports, memos, meeting notes, project trackers, process documents, forms, and presentation materials.
• Help identify opportunities to improve organization, documentation, and administrative workflows, and support implementation of approved process improvements.
• Support clear and timely communication between the Executive Director, leadership team, departments, and other internal stakeholders.
• Aid in drafting, editing, formatting, and organizing routine internal communications, updates, announcements, and follow-up messages as assigned.
• Cook up the flow of information related to assigned projects, meetings, and leadership priorities while ensuring messages are accurate, organized, and professional.

Requirements

• A high school diploma or equivalent required, bachelor's degree in business administration, nonprofit administration, communications, human services, organizational leadership, or a related field preferred.
• 1 to 3 years of experience in administrative support, office coordination, executive support, project coordination, nonprofit administration, or a related roles preferred.
• Experience supporting calendars, meetings, document preparation, correspondence, follow-up tracking, and general administrative coordination preferred.
• Experience working in a nonprofit, human services, healthcare, education, or other mission-driven environment preferred but not required.

Qualifications

• Proficiency with Office technology such as Outlook, Teams, Word, Excel, Canva.
• Ability to learn and use organizational systems, including project management tools, HRIS platforms, CRM systems, shared drives, and document management systems.