Administrative Coordinator

Responsibilities:

Administrative Support

• Support the Administrative Manager, other managers, and volunteers with various administrative and database tasks.

• Edit and prepare documents for use in events and communications according to the organization’s brand standards.

• Process and ship chapter supply orders.

• Prepare materials and supplies for national meetings, including packing, logistics, and onsite setup.

• Coordinate regular all-staff meetings. This includes collecting agenda items from staff and managers, collecting focus topic ideas, distributing the agenda, and writing, editing, and distributing minutes.

• Maintain the calendar system used by staff, board members, and team leaders. This includes training staff on entering events and distributing the calendar monthly to team leaders and board members.

• Assist with training and orientation for new staff members. This may include giving a tour of the facilities, making introductions to other staff members, explaining routine office procedures and equipment, preparing new employee manuals, updating various lists to include new staff members, and requesting set-up of logins and passwords.

• Serve as a member of various national meeting planning teams, which could include duties such as managing staff rooming lists, maintaining email distribution lists, and sending correspondence to a team of volunteers and staff.

• Support the Administrative Manager in planning staff parties and events and coordinating monthly celebrations for staff birthdays and work anniversaries.

• Complete additional projects for the Fraternity upon request.

Leadership and BOARD Support

• Coordinate chapter anniversary and special event speaker requests with the CEO, members of the Governing Council (board of directors) and other volunteers and communicate process and confirmation of speaker to host chapter, speaker, and respective Executive Headquarters staff liaisons.

• Work with the CEO and members of the Governing Council on special correspondence or mailings, including direct communication with other volunteers and members.

• Create and distribute correspondence, documents, lists, and emails as directed by the Administrative Manager, CEO and members of the organization’s Governing Council.

• Prepare for the quarterly meetings of the Governing Council. This includes setting up the boardroom, preparing and formatting the agenda, collecting and distributing staff reports to the board, and preparing the minutes and motions for the meeting.

• Help with a wide variety of other special projects or tasks as directed by the CEO or other members of the Fraternity’s leadership team This could include coordinating a mailing, participating in meetings, taking notes, helping with meeting planning, or any projects that require attention to detail.

• Assist with meeting arrangements and logistics for various internal and external meetings as requested by the Governing Council and other managers. This may require arranging local transportation, reserving, or assigning rooms, registering participants for conferences, maintaining RSVP lists, preparing itineraries, nametags, creating handouts or PowerPoint presentations, and coordinating or participating in group tours of the organization’s Executive Headquarters.

Education | Experience:

• Bachelor’s Degree preferred.

• Minimum of three years of administrative experience.

Technical skills:

• Proficiency with Microsoft Office 365 suite including Word, Excel, PowerPoint, and Outlook, including calendar and tasks.

• Outstanding data entry and data quality assurance skills.

• Experience handling a multiline phone system.

Qualifications | Requirements:

• Strong commitment to customer service, both internally to other staff members and externally for members and the general public.

• Strong organizational skills.

• Attention to detail and accuracy.

• Ability to work well under pressure and with a sense of urgency to meet deadlines.

• Ability to juggle multiple projects at once and transition smoothly from one project to the next.

• Ability to work well with others with a strong sense of teamwork and cooperation.

• Excellent written and oral communication skills, including excellent grammar and a professional, friendly speaking voice.

• Excellent interpersonal skills; a friendly, flexible attitude; and a professional, polished appearance.

• Ability to work with discretion and handle confidential information.

• Ability to lift upwards of 50lbs.