Administrative Coordinator

Administrative Coordinator

The Administrative Coordinator is a critical member of the HACE team, providing high-level administrative, coordination, and operational support to the Executive Operations & Special Events Manager, President & CEO, and Chief of Staff. This role requires strong organizational skills, sound judgment, discretion, and the ability to manage multiple priorities in a fast-paced, mission-driven, and collaborative environment. This position plays a key role in supporting executive effectiveness, internal operations, and organizational communication while contributing to an inclusive and well-functioning workplace.

Executive & Leadership Support

• Provide daily administrative support to the Executive Operations & Special Event Manager President & CEO and Chief of Staff, as well as other leaders as needed.
• Serve as a trusted administrative partner, helping leadership stay organized, informed, and focused on priorities.
• Manage Board of Directors activities, including updating the orientation guide, bylaws, and contact information as needed.
• Proactively manage and maintain complex calendars, anticipating scheduling conflicts weeks and months in advance and recommending solutions.
• Assist in email management and, when appropriate, draft and send correspondence on behalf of the CEO and Chief of Staff when appropriate. Review prospecting leads and schedule follow-up meetings with potential corporate sponsors, donors, foundations, community relations and other stakeholders for the CEO.
• Prepare meeting materials, including minutes, note-taking, follow-up summaries, and preparation of presentations.
• Assist in the planning and participation of weekly staff meetings, and other internal activities.
• Assist in the planning and execution of letters and mailings, including end-of-year thank-you letters, holiday letters, mailing cards to staff, sending items from the office to staff and stakeholders, and preparing in-person graduation materials to program graduates

Office, Operations & Event Support

• Provide general administrative and office support, including managing phone inquiries, mail, data entry, research, and database updates.
• Assist with Human Resources related administrative activities, including onboarding new staff.
• Support data collection, entry, outreach, and database management across departments.
• Provide administrative and logistical support during HACE's Summit, awards dinner, program event, partnership/fundraising events, and other major events.
• Coordinate travel arrangements for HACE staff and volunteers.
• Perform other administrative duties and special projects as requested by leadership.

Qualifications

• Associate's degree or equivalent experience required; Bachelor's degree preferred.
• Minimum 3 years of experience as an Executive Assistant supporting senior-level executives in a fast-paced, constantly changing environment.
• Proven ability to handle multiple tasks effectively and meet deadlines.
• Demonstrated ability to manage complex calendars and competing priorities.
• Willingness to occasionally work outside of normal business hours as needed for events or during peak periods.
• Demonstrated ability and proficiency with the Microsoft Office Suite.
• Experience using essential workplace technology; familiarity with CRM systems preferred (HubSpot a plus).
• Must be self-motivated, flexible and able to manage multiple tasks with a strong attention to detail
• Exceptional customer service and relationship-building skills.
• Excellent verbal, written, and interpersonal communication skills

Salary Range: $40,000-$55,000 Reports to: Executive Operations and Special Events Manager Location: Chicago-Based, Remote (but must travel locally in city of Chicago, 35%) Medical, Dental, Vision, 403(b) Match, PTO, Tuition Reimbursement, and 12 paid holidays HACE is an equal opportunity employer committed to building high‐performing teams that mirror the communities we serve. Flexible work from home options available. Compensation: $40,000.00 - $55,000.00 per year We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.