Administrative Coordinator

Job Responsibilities

General Administrative

·      Manage interface with Board of Directors, including meeting scheduling, note taking and maintenance of the Board’s calendar and materials in the board portal.

·      Scheduling both internal meetings and meetings with external stakeholders

·      Checking mailbox and distributing incoming mail and checks

·      Formatting, editing, and proofreading letters, presentations, and spreadsheets

·      Maintaining physical and electronic files office correspondence and publications

·      Updating data and running reports in the CRM

·      Taking accurate notes and minutes of meetings including team meetings, coalition meetings, and board meetings

·      Maintaining office supplies and office aesthetics

Human Resources

·      Manage the recruitment process for new employees to include advertising new positions, managing communications with candidates, scheduling interviews

·      Conduct new employee orientation and coordination of departmental onboarding activities.

·      Manage the performance review process for the team

·      Manage day-to-day relationship with employee health insurance broker and employee enrollment in health benefits

·      Coordinating office celebrations and employee recognition, birthdays, work anniversaries, etc.

Fundraising & Events Support

·      Manage coordination of fundraising and special events

·      Provide donor/funder engagement support to the Executive Director, including meeting arrangements, tracking requests and reports, database maintenance, and follow-up correspondence

·      Create and process donor/funder acknowledgement letters

·      Coordinate donor/funder events

Other duties as assigned

Education

Associate degree required. Bachelor’s degree preferred. High quality, relevant experience may substitute for some of the educational requirement.

Qualifications

·      A minimum of three years of progressive administrative experience in a professional office setting

• Knowledge of principles and practices of organizations, records management, personnel, and general administration

·      Professional written and verbal communication skills

·      Proficient to advanced knowledge of Microsoft Word, Excel, Powerpoint, Co-Pilot, Teams, Zoom, and Adobe

·      Must have an eye for detail and the ability to apply a professional polish to documents

Ability to anticipate workload and negotiate deadlines among the managers

·      Ability to juggle multiple tasks at once

Desired Skills and Attributes

·      Quick learner on applying new technology applications to improve efficiency and effectiveness

·      Knowledge of Human Resources and Board Administration

·      Effective interpersonal skills and ability to work effectively with a wide range of constituencies

·      Flexibility, high energy, and a strong team player. Willingness to change tasks on short notice and pitch in on team products when needed

Location

This is a hybrid position that requires weekly visits to and periodic work from the office. Applicant must be a resident of the state of Georgia. 

Travel

None

Benefits

Voices has a flexible and supportive work culture that encourages work/life balance. The following benefits are available:

·      Generous coverage of employee’s premiums for medical, dental, vision, life, STD/LTD insurances paid by Voices.

·      Generous paid vacation, sick/wellness, and holiday leave.

·      Competitive match to 401K retirement contributions.

·      Professional development and technology allowances.