Executive Administrative Coordinator Position Available In Broward, Florida

Executive Administrative Coordinator 4.0 4.0 out of 5 stars Fort Lauderdale, FL 33309 WHY

YOU SHOULD JOIN OUR TEAM

Our mission at Big Brothers Bigs Sisters of Broward County is to create and support one-to-one mentoring relationships that ignite the power and promise of youth, so all children reach and achieve their full potential. For over one hundred years, Big Brothers Big Sisters has been the largest and oldest volunteer-supported mentoring organization in the country, changing the lives of children one at a time. BBBS of Broward offers competitive salaries, incredible healthcare benefits, and a flexible workplace environment. We offer continuous training around professional development, team-building exercises, and encourage all staff to join opportunities for personal and professional growth. We are excited for you to join our dedicated and enthusiastic team in fulfilling the commitment to make a life-long impact in a child’s life while surrounding yourself in a positive environment. We need your help to partner with parents/guardians, volunteers, donors, and partners in the community to hold ourselves accountable for each child in our program, so they achieve:

• Higher aspirations, greater confidence, and better relationships
• Educational success
• Avoidance of risky behaviors

DUTIES AND RESPONSIBILITIES

The Executive Administrative Coordinator role is a great fit for an administratively skilled professional. This confidential position works directly for the CEO and COO and may support other leaders tied to the daily work of the organization. The role is considered to act at the highest level of execution and requires a seasoned professional who embraces the ability to manage a diverse role confidently. We are seeking a passionate and committed professional who will create a sense of confidence for the C-suite in the delivery of all executive support and operational services. This is a high exposure position as it also performs executive level confidential work for board meetings. Expectations for this role relate to serving as a conduit for the communications, operations and overall delivery of projects, from start to finish, for the C-suite. Summary of Responsibilities Executive Administrative Manage calendars for CEO and COO. Organize meetings, attend meetings for the purpose of being an official notetaker. Create a system for any meeting follow up and align all to deadlines. Document creation

• ability to create documents of all types, proofread and store documents in an organized system for others to reference. Highly proficient in editing and preparing word documents, Excel spreadsheets, PowerPoint presentations, etc. Able to accept that ideas will change in all project work, and you lead others often through that process in project delivery. Conferences
• handle all logistics, travel and research for profiles of meeting participants to provide to attendees.

Ensure proper coordination of all details to meet the goals of the participants. Prepare documentation, itineraries and any other information in packet form and distribute to all attendees. Board Responsibilities Administratively manage and attend all board meetings. Focus on board meeting preparations

• sending meeting invitations, setting up physical space and technology, preparing and distributing board packets, ensuring food and beverages have been handled, and ordering gifts as needed.

Create a usable board checklist to communicate with the CEO and COO all is handled for all meetings. Ensure proper meeting decorum is being followed. (Every other Month) While attending board meetings, you are responsible for taking the official board minutes. Coordinate final and approved meeting minutes for distribution and storage with COO and CEO. Compile member binders for new board members and provide monthly report support to CEO. Office Coordinator Front desk management (greets, guides and answers phone calls, calendar management for conference room, etc.). Field community comments, suggestions and complaints and direct to appropriate departments. Organize meeting packages and conference room set up. Greet guests, volunteers, partners, board members, and other visitors to the office. Mail. Responsible for daily mail, ships packages and orders supplies, etc. Kitchen. Manages messaging to staff and refrigerator cleanup. Organize all staff meeting agenda, room setup and staff recognition gift

• (Monthly) Assist with planning and coordinating staff relations events, workshops, retreats and activities. Manage office supply inventory
• place orders for supplies and business cards, etc.

(Monthly) Manage annual renewals for business licenses, state corporation profile and solicitation accreditation. Manage office space and storage operations, relations and service needs. Research, gather, and coordinate information to solve a wide variety of problems relating to supply procurement, staff communications, database and files, facilities operations and vendor management. Implements and coordinates all procedures in the Office Operations Manual. Revises and updates and manages distribution. Maintain records and files in accordance with the Operations Manual. Prepare and distribute staff communications and calendar requests for monthly meetings, staff birthdays and anniversaries, process reminders, weather and health advisories etc. New hire employees

• assists with onboarding new staff.

Ensure a high-level of proficiency and skill in applying child safety and risk management knowledge, policies, and procedures across the purview of the position. Willingness to flex schedule and work occasional weekends or nights for agency events, fundraising and program activities and additional program events that support the mission of the organization. Schedule to accommodate a conference room for BNI meetings on Wednesdays at 7:30 a.m. Other duties as needed. Finance

• we are current hiring in our Accounting Department; however, this position may help provide temporary support as noted below: Complete monthly credit card reconciliations and allocate FDLE charges to each program using CRM (product of Salesforce).

Create new pledge forms upon receipt. Enter invoices into Qgiv to ensure immediate delivery to constituents. Conduct follow-up on Accounts Receivable (A/R) aging reports

• (Monthly) Complete and reconcile monthly reports in accordance with monthly calendar, including accounting reports, and program activity reports. Development Generate and send donor acknowledgment letters. (Weekly) Work with event team as needed. Coordinate and support key events, some examples are noted below. A list will be provided at the time of hire. Spring Fling WOTV Event
• April 30 Big Futures Scholar Celebration
• May 8 Bowl for Kids’ Sake
• June 5 Programs
• Coordinate stewardship gifts for programs as needed to thank external partners.
• Assist meal deliveries for BBBS school-to-work sites. General
• Attitude and team concentrations: Proactive, detail-oriented, and possess exceptional organizational and communication skills (oral and written). Positive attitude and exceptional interpersonal skills, coupled with a customer service-oriented approach.
• Perform data entry, document management and database management understanding there is sensitive content within our secured data.

Collaborate and develop new tools to create efficient workflows for office procedures. Computer proficiency in all Microsoft programs and sustain the ability to learn and quickly identify and resolve all issues to ensure the flow of documents and information for the CEO and COO. Travel

• running errands of all types without distinction.

Other duties as assigned.

EDUCATION, RELATED WORK EXPERIENCE, SKILLS

Education Level:

Bachelor’s Degree preferred; High School Diploma or GED (required), Equivalency reviewed.

Years of Related Work Experience:

Three to five years of direct C-Suite executive administrative and operational support experience. Working with a non-profit or children services programs is beneficial.

Skill Requirements:

Excellent oral communication skills, solid customer service attitude and ability to promote enthusiasm in-person, over the phone or electronically. Profound personal code of ethics, strong integrity, can present a professional image and garner trust from everyone touched through the position. Technology

• Advanced with the ability to help others follow along.

Proficiency in technical areas such as

Microsoft Office:

Sharepoint, PowerPoint, Word, Outlook, Teams, and Excel. Proficiency with databases and technology such as Matchforce/Salesforce and Dialpad is desired. Receive and respond to routine/general questions and correspondence following established procedures not requiring management review. Troubleshoot and resolve routine issues as they arise including IT, fingerprinting system and other operational tools. Scheduling. Manage multiple calendars, communication and invitations. Email management. May be asked to review email and respond on behalf of CEO or COO. Meeting Planning & Travel. Create full agendas, coordinate with sites, airlines and research profiles and assemble for participants all information. Gifting. Select, purchase, pick up and transport or order gifts. Relationship management. Ability to connect internally and externally with everyone involved in the work of BBBS Broward. Time Management

• Ability to use time effectively, work independently, focus on details and adapt to shifting priorities.

Self-starter with the ability to take initiative and develop solutions quickly and effectively. Passion for customer service and problem solving. Excellent written communication skills to include proofreading. Organized for self and the ability to organize others. Demonstrated ability to handle diverse projects simultaneously in a fast-paced, team-oriented environment while effectively managing workflow to meet deadlines. Ability to sustain change, be a forward-thinker, a champion of the culture and a strong team member. Ability to maintain confidentiality at all times. Minimal physical requirements to include walking, standing, occasional lifting, sitting at workstation and supporting community activities and events. Position is dependent upon passing a thorough background screening, finger printing and reference check. Equal Employment Opportunity BBBS provides equal employment opportunities to all qualified individuals prohibits discrimination against and harassment of any employee or any applicant for employment because of race, color, national or ethnic origin, age, religion, disability, sex, sexual orientation, gender identity and expression, veteran status or any other characteristic protected under applicable federal or state law. All personnel who are responsible for hiring and promoting employees are charged to support this effort and to respond promptly and appropriately to any concerns that are brought to their attention. BBBS Broward has a Zero Tolerance Policy for discrimination in our workplace. It offends our agency’s core values which include a commitment to equal opportunity and inclusion. All BBBS employees, volunteers and community members are expected to join with and uphold this commitment. Americans with Disabilities Act Applicants as well as employees who are or become disabled must be able to perform the essential duties & responsibilities either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law. Qualified candidates are invited to forward your resume to colleenw@BBBSBroward.org

Job Type:

Full-time Pay:

$40,000.00

• $50,000.

00 per year

Benefits:

401(k) Dental insurance Flexible spending account Health insurance Health savings account Life insurance Paid time off Professional development assistance Retirement plan Vision insurance

Schedule:

8 hour shift Day shift

Work Location:

In person