PRIMARY PURPOSE: The Senior Administrative Coordinator provides a high level of administrative support which includes managing various projects and activities to ensure an effective and productive team. This position serves as a resource and liaison to critical external and internal relationships in addition to collaborating with multiple teams and leaders.
MINIMUM QUALIFICATIONS: Education:
- Bachelor's degree preferred
- Advanced proficiency with Microsoft Office applications (Word, Excel, PowerPoint, and Outlook).
- Working knowledge of CRM database such as Blackbaud Raiser's Edge or Enterprise is a plus
- Excellent calendar management skills, including the coordination of executive level meetings
- Project management experience
- Ability to effectively manage and adapt to a changing environment
- Strong interpersonal, written and verbal communication skills and attention to detail
- Ability to exercise sound judgement and objective decision-making
- Adept at accommodating different work styles and perspectives
- High level of integrity, confidentiality, ability to prioritize and plan work activities, and use time efficiently Experience:
- 5 years as an administrative or executive assistant, preferably supporting multiple senior leaders
PRINCIPLE DUTIES AND RESPONSIBILITIES:
- Manage calendars, prioritizing outside appointments, internal meetings, and travel; make arrangements and prepare itineraries
- Draft documents, prepare materials or coordinate with appropriate team member to provide, research, talking points and presentations for appointments and meetings
- Work closely with reporting supervisor(s) to identify and develop programs/opportunities for staff development
- Organize meetings and/or conferences by arranging facilities and caterers, sending information or invitations, coordinating speakers and controlling event budgets; ensure proper room set-up
- Assist with the management and operations of donor portfolios, including preparing documents, keeping donor CRM records up-to-date and accurate, and interfacing with donors
- Review incoming correspondence and follow-up on items that need attention
- Establish priorities and track responses to insure adequate timely responses
- Monitor, code, and reconcile monthly expense reports
- Provide day-of -event support to ensure event success; manage input for event-related activities such as recording event attendees, creating mailers for auction solicitation, inputting auction items into database and managing tax receipts, etc.
- Contribute to quarterly newsletter by helping maintain and update distribution list along with supporting the creation of the year-end impact reports with various requests for materials
- Manage NTFB's onsite merchandise store at Plano campus and other pop-up store opportunities
- Support holiday and spring stewardship activities for team when needed
- Maintain an elevated level of confidentiality within all areas of the job
- Greet guests and provide receptionist/telephone coverage as needed
- Perform other tasks and duties as assigned
- The person in this position needs to adapt well in the face of workplace stressors such as customer complaints, compliance offenses, meeting deadlines and competing priorities of reasonable or high significance to the successful function of the unit.
- While performing the duties of this job, the employee is occasionally required to stand, sit, use hands to finger, handle or feel objects, tools, or controls, reach with hands and arms, climb stairs, balance, stoop, kneel, crouch or crawl, talk or hear.
- Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
- The employee must occasionally lift and/or move up to fifteen pounds.
- Moderate noise (i.e. business office with open floor plan with computers, phone, printers, light traffic).
- Ability to work between two locations and occasional evenings/weekends required
The mental and physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This is not necessarily an exhaustive list of all skills, duties, responsibilities, efforts, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, NTFB reserves the right to revise the job or to require other or different tasks be performed as assigned.
North Texas Food Bank requires all new hires to be fully vaccinated against COVID-19. This policy complies with all applicable laws. If you have any questions regarding this policy, please inquire.