The Executive Business Office Coordinator is a highly trusted position that serves as a key member of the Business Office Team, reporting directly to the Chief Executive Officer. This role provides financial, administrative, compliance, and executive support to ensure the efficient operation of the organization and Executive Office.
Working closely with the CEO, COO, Finance Manager, and Director of Human Resources and Operations, the Executive Business Office Coordinator maintains a broad understanding of organizational finances and serves as a backup to the Finance Manager when needed. The position prioritizes financial administration, compliance, audit preparation, banking activities, grant documentation, and business office coordination while also providing high-level executive and board support.
This position requires exceptional discretion, professionalism, organizational skills, and the ability to manage confidential financial, personnel, governance, and organizational information.
Responsibilities:
1. Financial Operations & Business Office Support (Primary Focus - Approximately 60%)
Financial Administration
- Serve as a member of the Business Office Team and support the day-to-day financial operations of the agency.
- Provide backup support to the Finance Manager for essential financial functions.
- Assist with accounts payable, accounts receivable, invoicing, payment tracking, and account reconciliations.
- Support grant-related financial tracking and documentation.
- Maintain financial records and supporting documentation in accordance with agency policies and funding requirements.
- Assist with preparation and distribution of financial reports, summaries, and supporting schedules.
- Monitor financial deadlines and assist with reporting requirements.
Compliance, Audit & Banking Support
- Coordinate and organize documentation for annual audits, financial reviews, and monitoring visits.
- Maintain compliance files and records for grants, contracts, and regulatory requirements.
- Assist with internal controls, record retention, and documentation procedures.
- Support banking activities, deposit records, account administration, and financial documentation.
- Assist leadership in ensuring adherence to organizational financial policies and procedures.
- Monitor renewal dates, reporting deadlines, and required compliance documentation.
2. Executive Leadership Support (Approximately 25%)
- Provide confidential administrative support to the CEO and COO.
- Manage executive calendars, appointments, meetings, and scheduling logistics.
- Coordinate travel arrangements, meeting preparation, and administrative follow-up.
- Draft, proofread, and organize executive correspondence and communications.
- Manage and prioritize high-level emails, requests, and inquiries.
- Prepare reports, presentations, briefing materials, and supporting documentation for leadership meetings.
- Assist with special projects and organizational initiatives as assigned.
3. Board of Directors Administration (Approximately 10%)
- Serve as Board Clerk and primary administrative support to the Board of Directors.
- Prepare and distribute meeting agendas, board packets, reports, and supporting materials.
- Record and maintain official board meeting minutes.
- Maintain board records, resolutions, bylaws, committee documentation, and governance files.
- Coordinate board meeting logistics and communication.
- Track board action items and maintain governance compliance records.
4. Organizational Coordination & Records Management (Approximately 5%)
- Maintain executive, financial, policy, and governance filing systems.
- Assist with policy management, updates, acknowledgements, and distribution.
- Coordinate document retention and records management practices.
- Support cross-training and continuity planning within the Business Office Team.
- Provide administrative assistance for agency meetings and organizational projects as needed.
Qualifications
Education
Associate's Degree in Business Administration, Accounting, Finance, Nonprofit Management, Public Administration, or related field preferred.
Experience
- Minimum of three (3) years of experience in financial administration, business office operations, executive support, nonprofit administration, or related fields.
- Experience supporting executive leadership preferred.
- Experience working with financial systems, audits, compliance processes, or grant administration preferred.
- Nonprofit experience is strongly preferred.
Technical Skills
- Proficiency in Microsoft 365, including Excel, Word, Outlook, Teams, and SharePoint.
- Working knowledge of accounting software such as QuickBooks, Sage, or similar financial systems.
- Experience maintaining confidential records and electronic filing systems.
- Strong document management and organizational skills.
Core Competencies
The successful candidate will demonstrate:
- Exceptional confidentiality and discretion.
- Strong financial and administrative aptitude.
- Attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Ability to organize and prioritize multiple responsibilities.
- Professional judgment and initiative.
- Strong customer service and relationship-building skills.
- Commitment to teamwork and organizational success.
- Ability to work independently while supporting agency leadership.
Pay: $25.00 - $30.00 per hour
Benefits:
- Flexible schedule
- Paid time off
Work Location: In person
