Job Description
Job Title: Administrative Coordinator
Department: Administrative
Reports To: President & Chief Executive Officer
Job Type: Full Time / Exempt (12-month)
SUMMARY
Reporting to and directed by the President & Chief Executive Officer (CEO), the Administrative Coordinator provides high-level administrative support, ensuring effective scheduling, communication, and coordination of activities. This role requires proficient organizational skills, discretion, and the ability to manage multiple priorities in a dynamic, mission-driven environment. The Administrative Coordinator serves as a trusted partner, handling very sensitive information and facilitating smooth day-to-day operations for the executive team.
ESSENTIAL DUTIES AND RESPONSIBILITIES OF THE Administrative Coordinator
As directed by the President & CEO:
Communication & Correspondence
● Manage complex calendars, including scheduling internal and external meetings, prioritizing requests, and resolving scheduling conflicts.
● Coordinate logistics for meetings, including agendas, materials, and follow-up tasks.
● Serve as a liaison between the executive team and internal/external stakeholders.
● Track and prioritize communication, flagging urgent items and ensuring timely responses.
Meeting Support
● Prepare materials for meetings, presentations, and events.
● Attend meetings as needed to take notes and track action items and deadlines.
● Follow up on outstanding tasks and commitments made by or to the President & CEO or outside stakeholders.
● Support coordination for special events.
● Assist with special projects, including tracking deadlines and compiling reports or research.
● Organize and maintain digital files, records, and confidential documents.
Travel Coordination
● Plan and book travel arrangements, including flights, hotels, ground transportation, and itineraries.
● Prepare and/or manage expense reports, including travel expenses, through final approval.
ADDITIONAL DUTIES ASSIGNED TO ALL EMPLOYEES
Fund Development: Assist with fund development. Activities may include:
● Participating in donor cultivation and solicitation activities in support of donor development, including by phone, email, or mail.
● Support fundraising events by attending, assisting as required, and representing the organization in a positive manner.
Program Support
● Represent the organization positively in public at all times by acting as a professional representative and ambassador.
● Support the mission and goals of the organization across all programs and departments.
Administration
● Maintain accountability to administrative systems and procedures, including submitting expense reimbursements, invoices, reports, etc. by the deadlines assigned.
● Submit content as requested for use in a variety of media outlets and grant applications.
● Participate actively in staff meetings and Board meetings when requested.
Professional Development
● Attend CIS-AH meetings and trainings as appropriate.
● Find other low-cost opportunities for professional development and training.
Confidentiality
● Understand and adhere to the CIS of AH confidentiality policy and all standards of conduct as described in the CIS-AH Handbook.
The statements contained herein describe the scope of the responsibility and essential functions of this position but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload. Other duties may be assigned by the President & Executive Director or the Vice President & Director of Operations as required.
QUALIFICATIONS OF SUCCESSFUL CANDIDATES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Potential candidates must possess the knowledge, skills, and personal attributes needed by executive-level professionals to support the critical features of a high-functioning chief-level executive suite.
● Skilled at prioritizing tasks based on urgency and importance.
● Strong written and verbal communication skills.
● High attention to detail and ability to manage multiple tasks simultaneously.
● Ability to function in a fast-paced, high-energy office environment.
● Excellent organizational and time management skills
● Ability to handle confidential information with discretion and professionalism.
● Proactive - able to anticipate arising needs and take ownership of activities.
● Creative problem solver.
● Google Workspace experience and proficiency.
EDUCATION and/or EXPERIENCE
Bachelor’s degree or demonstrated equivalent experience in a related field.
SALARY and BENEFITS
$40,000 starting per year
The Administrative Coordinator is eligible to receive CIS-AH’s full range of benefits as outlined in the Employee Handbook.
EQUAL EMPLOYMENT OPPORTUNITY
CIS-AH is an EEO/Affirmative Action Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other legally protected status.
Job Type: Full-time
Pay: From $40,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Education:
Work Location: In person
