Executive Coordinator

Executive Coordinator

VHBG helps youth and young adults move through some of life's hardest circumstances. We run an accredited K-12 specialized day school for students who need a smaller, trauma-informed setting, group homes and independent living programs, transitional housing for young adults aging out of foster care or experiencing homelessness, and mental health first aid training for adults who work with youth. Every program is built around meeting young people where they are.

Position Summary:

The Executive Coordinator provides clerical and administrative support to the President and CEO of Virginia Home for Boys and Girls, as well as support services to the Executive Leadership Team, the Board of Governors, its officers, supporting boards, and committees. In addition, the position is responsible for organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency. Because this role supports day-to-day office operations and team coordination, consistent on-site attendance is expected. This is an in-person position.

Core Duties and Responsibilities:

Administration:

• Demonstrates sound judgment in the course of daily requirements of the Administrative/Executive department. Makes appropriate decisions needed to keep the President's office operating efficiently and productively. Supports all administrative needs of the office of the President.
• Assists the President in managing their calendar, correspondence, scheduling of appointments; proactively provides preparation/information to the President for pending events and tasks.
• Considers all information and material related to the office of the President to be of a highly confidential nature. Compiles materials and reports as needed by the board and President and maintains this information in a secure and confidential fashion.
• Coordinates with other agency staff on agency-wide projects or events.
• Schedules and coordinates senior leadership team meetings and agency staff meetings. Participates as required by the President, to include recording meeting notes and minutes.
• Manages the President's organizational memberships.
• Manages administrative record-retention and destruction according to agency policies and practices.
• Responsible for filing and retaining agency and administrative records and files to include organizational documents, correspondence, reports, forms, etc.

Board Support:

• Manages board meeting logistics, including scheduling, timely notification to members, room preparation and meals/refreshments, tracking of meeting attendance, and recording and distribution of minutes within prescribed timelines.
• Provides similar administrative and logistical support services to board committees.
• Provides similar administrative and logistical support services to the Virginia Home for Boys and Girls Foundation Board of Directors.
• Maintains the Board of Governors' directory, manual, and stationery. Keeps current and publishes an up-to-date board roster each July. Maintains and updates the board member manual on an ongoing basis.

Miscellaneous Duties:

• Organizes office operations and procedures, keeping meeting areas clear and uncluttered.
• Maintains appropriate inventory of office supplies. Reviews and approves office supply requisitions. Responsible for ensuring supply purchases do not exceed budgeted expense amounts.
• Responsible for keeping office equipment in working order (e.g., contacting customer support for any repairs, keeping supplies on hand for the copier, and replenishing postage on meter).
• Manages office equipment accounts, including periodic review of contracts to ensure cost effectiveness.
• Ensures adequate "front desk" coverage is available at all times during published office hours.
• Processes daily mail and any packages received. Processes check receipts for Philanthropy and Finance, with strict adherence to agency policies and procedures.
• As needed, responsible for automated daily banking deposits and check copies/reports.
• Approves, oversees, and manages master calendar updates.
• Supports the administrative needs of the VPs and CFO as able.
• Acquires and maintains certificates of insurance for outside vendors for Maintenance and Finance departments.
• Enters maintenance work orders related to the Administrative Building and as needed for other departments.
• Assists with keeping kitchen area safe and tidy.
• Responsible for ordering office signage, such as new employee name plaques, and maintaining relationships with signage vendors.
• Performs other duties as assigned by the President.

Experience and Education:

Bachelor's degree from an accredited college or university preferred; 5+ years of experience providing administrative support required, executive-level support experience is preferred, must have a valid driving license with acceptable driving record.

Work Environment:

Office space provided with sufficient supportive equipment. Some evening work may be required. The noise level is usually moderate. This is a drug-free environment.

About the Culture at VHBG:

VHBG's leadership team encourages employees to bring their authentic self to work, whatever that means for that employee. We do this through unbiased recruiting practices, advocating for employees to participate in our inclusion ambassador council, implementing employee feedback and offering training opportunities focused on diversity, inclusion and equity. VHBG nurtures belonging and retains a highly engaged workforce in order to achieve the best experience and outcomes for our clients.

VHBG is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based upon race, religion, color, national origin, genetic information, age, gender (including pregnancy and childbirth), sexual orientation, gender identity or expression, marital status, status as a protected veteran, disability, or other status protected under federal, state, or local law.