Executive Operations Coordinator

Executive Operations Coordinator

FaithBridge Foster Care, Georgia's largest Christ-centered foster care agency and a nonprofit organization located in metro Atlanta, is hiring an Executive Operations Coordinator. The Executive Operations Coordinator is a mission-driven professional who provides cross-functional administrative and executive support in human resources and training compliance, onboarding and offboarding, office operations, meeting and event planning, technology coordination, travel logistics, document preparation, and special projects.

The Executive Operations Coordinator supports the efficient daily operation of FaithBridge by maintaining accurate compliance; coordinating employee and contractor onboarding and offboarding processes; assisting leadership with correspondence, calendars, meetings, agendas, minutes, and action items; managing office, facilities, travel, event, and technology-related administrative processes; drafting, proofreading, and revising documents; assembling reports and statistical data; and responding to operational needs. This role routinely handles confidential information, works across departments and with external vendors, and ensures assignments are completed accurately, timely, and in alignment with FaithBridge policies, values, and mission.

Core Responsibilities

• Human Resources, Training and Compliance
• Complete and maintain annual staff compliance reviews and follow up on missing or expired requirements, including Sex Offender Registry, Pardons and Paroles, Department of Corrections, IONS, fingerprinting, driver's license, automobile insurance, GA SCORE, and employee name or address changes.
• Monitor professional license renewals and upload current licenses to staff profiles.
• Create and maintain eR profiles for new hires and ensure required compliance documentation is complete and uploaded.
• Prepare Independent Contractor Agreements and statements of work (SOW), including annual SOW updates for Home Study Contractors.
• Coordinate new-hire and separation processes for employees and contractors, including pre-onboarding, onboarding, and offboarding documentation; background checks; fingerprinting; ARMS/DISARMS requirements; driver's license and automobile insurance documentation; Statement of Beliefs; equipment and technology needs; credentials and system access; equipment acknowledgments; first-day agendas; office setup; internal notifications; and the return or deactivation of equipment and access at separation.
• Process assigned human resource paperwork and support HR processes for staff and direct-report teams as needed.
• Systems, Database and Records Administration
• Provide eR support and complete data cleanup or record-maintenance projects as assigned.
• Create and maintain new-hire email signature blocks and approved background images.
• Maintain orderly electronic and physical files and protect confidential employee, and organizational information.
• Create, assemble, and maintain statistical data, reports, and supporting records for assigned projects and programs.
• Office and Administrative Operations
• Process incoming mail and ensure confidential correspondence and PEO-related mail are handled appropriately.
• Answer the main phone line, route calls, and forward messages promptly.
• Prepare correspondence and draft, proofread, edit, and revise documents, presentations, agendas, and other organizational materials.
• Process internal paperwork for operational requirements and coordinate company-wide administrative communications as needed.
• Purchase and maintain office and kitchen supplies, device accessories, and other approved operational materials.
• Prepare assigned expense reports and maintain supporting documentation.
• Coordinate conference registrations, travel arrangements, and related logistics.
• Manage LLV gate registrations, facility and maintenance requests, and organizational credentials.
• Coordinate catering for Board, community, team, and other organizational meetings.
• Support Fostering Holiday Hope and other assigned organization-wide initiatives.
• Complete required monthly and annual facilities and maintenance reports.
• Process manager-approved electronic gifts or gift cards for families and maintain appropriate documentation.
• Review and process technology, licensing, and cellular service invoices for Accounting.
• Maintain office key controls, lockbox access, and storage-room access and organization.
• Technology and Equipment Coordination
• Administer and monitor the Verizon cellular account, including purchases, upgrades, trade-ins, device deployments, and portal maintenance.
• Assist in providing the technology budget to accounting once per year.
• Administer, coordinate and monitor laptop purchases, upgrades, deployments, recycling, administration, and support tickets with the organization's IT provider, including backup monitoring as needed.
• Administer Nextiva desk-phone and VoIP services.
• Manage approved software and platform licenses, including Adobe, Docusign, Concord eFax, Foxit, Zoom, Ring, and similar organizational tools.
• Coordinate Microsoft 365 E3 licensing, Visio, additional storage, and mailbox delegation requests through approved vendors and IT support.
• Administer Apple Business Manager for organizational phones and laptops.
• Coordinate printer maintenance and service.
• Review the Outlook Address Book quarterly for accuracy, including manager and direct-report relationships, distribution lists, groups, and shared mailboxes.
• Track and coordinate scheduled cell-phone and laptop upgrades.
• Executive, Meeting and Cross-Functional Support
• Assist with assigned calendars, correspondence, priority communications, and scheduling, coordinating with team members including catering for internal lunches as needed.
• Organize weekly, monthly, and other leadership or company meetings, including schedules, facilities, catering, agendas, materials, and participant coordination.
• Attend meetings as assigned; capture and distribute minutes, decisions, action items, and follow-up responsibilities.
• Serve as an ambassador and professional representative to board members, staff, volunteers, donors, church partners, foster families, and other stakeholders on behalf of leadership and FaithBridge.
• Collaborate with staff and external vendors to resolve administrative, operational, and technology-related issues.
• Perform and oversee assigned special projects and programs, provide timely status updates, and complete other duties as assigned.

Equipment Used: Personal vehicle, cell phone, computer, copy machine/printer, and other standard office equipment and software.

Qualifications: Five or more years of progressively responsible administrative or operations experience, preferably supporting an executive or senior leader at the Vice President level, with a demonstrated stable work history. A college degree is preferred. Experience working with clients, boards of directors, employee or contractor onboarding and offboarding, compliance tracking, office management, technology coordination, and vendor administration is strongly preferred. Nonprofit or human-services experience is highly desirable.

Skill Requirements:

• Excellent computer skills, including proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Strong written and verbal communication skills.
• Ability to develop strong and productive working relationships with others.
• Impeccable business etiquette in every situation.
• Effective verbal communication and active-listening skills.
• Ability to type with speed and accuracy.
• Ability to compose, edit, and proofread documents using correct grammar, spelling, and punctuation.

The successful candidate is solutions-oriented, service-minded, and comfortable troubleshooting routine administrative and technology issues. The individual must build strong and productive working relationships, collaborate effectively across departments, provide frequent and appropriate status updates, communicate professionally with staff, vendors, donors, church leaders, board members, and community partners, and effectively represent FaithBridge Foster Care's values and principles in all interactions. The position requires initiative, creative problem-solving, and the ability to identify and resolve issues while keeping work moving toward organizational goals.

The Difference Makers:

• You demonstrate exceptional attention to detail and dependable follow-through.
• You take ownership of your work and are passionate about accurate, timely results.
• You are a skilled communicator who is inspired by the FaithBridge mission and committed to serving children and families.
• You remain calm and flexible and maintain a positive attitude when priorities shift or deadlines are demanding.
• You are passionate about responsible stewardship of the organizational funds and seeking ways to conserve costs.
• You are self-motivated, resourceful, enthusiastic, and committed to continuous learning.
• You identify problems, research solutions, and take appropriate initiative to move work forward.

Physical Requirements: Hearing and speaking ability sufficient for effective oral communication. Ability to use a computer and standard office equipment for extended periods and to transport self to various locations as needed. Physical and emotional stamina to effectively manage job-related responsibilities and stress.