Administrative Coordinator, Tennessee Alliance

PRIMARY FUNCTION: The Administrative Coordinator is responsible for providing administrative support to the Executive Director, Tennessee Alliance of Boys & Girls Clubs. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

KEY ROLES (Essential Job Responsibilities):

• Complete a broad variety of administrative tasks that facilitate the Executive Director's ability to effectively lead the organization, including: assisting with special projects; designing and producing documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and processing expenses in AP system.

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Director, including those of a highly confidential or critical nature.

• Work closely with the Executive Director to keep him well informed of upcoming commitments and responsibilities, following up appropriately.

• Coordinate the collection of annual documents, including board meetings and all required training.

• Handle a wide range of administrative tasks to enable the Executive Director's leadership effectiveness, including project assistance, document preparation, meeting coordination, travel arrangements, and expense processing.

• Coordinate and prepare documents for Board meetings.

• Execute other ad hoc administrative duties as required to include Legislative events.

• Serve as lead for all Social Media

Office Management:

• Oversee and support all administrative duties for the organization to ensure the efficient operation of the administrative office

• Manage office supplies inventory and place orders as necessary

• Coordinate the proper functioning of all office equipment including, copier machines, boardroom AV, and postage machine

• Provide other administrative support as necessary, including scheduling meeting rooms for staff, maintaining the organizational calendar, and assisting staff with inquiries

Financial and Grant Reporting:

• Serve as lead for Baseware Financial Software and other banking activities

• Assist with financial grant reporting and programmatic grant reporting.

• Prepare and submit all organizational filings with government entities

Individual Responsibility:

• Dependability proven ability to complete all tasks as assigned in an organized manner

• Ensures appropriate responses to all organizational correspondence using brand appropriate language and logos

• Dedication to service demonstrated regular Attendance/Punctuality and an ability to learn and develop new skills

• Maintain complete confidentiality of information

• Commitment and attitude that personifies a positive attitude at all times and the ability to multi-task

• Professionalism in appearance, ensuring that dress is professional and appropriate for function/situation based on organizational dress code policies

• Specific individual measurable outcomes as determined by supervisor

Qualifications

SKILLS/KNOWLEDGE REQUIRED:

• Bachelor's degree from an accredited college or university, and at least five years equivalent experience working in an executive coordinator/assistant role supporting Executives.

• Must have advanced proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.

• Strong organizational, planning, and time management skills

• Strong written and oral communication skills

• Exceptional attention to detail

• Ability to work effectively with staff and community leaders

• Enthusiastic approach to a changing and fast paced work environment

• Strong ability to maintain confidentiality

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

• Working conditions are normal for an office environment

• Must be able to lift 20 pounds

• Must be able to remain alert and energetic for 8 hours or more

• Must be able to maneuver around an office to access file cabinets, office machinery, etc.

• Continuous operation of computer and all other office machinery, such as a calculator, copy machine and printer