Administrative Coordinator

BASIC FUNCTION:

Provides administrative support to the Executive Director and represents the office of the Executive Director. Provides support in other areas of the organization, including Operations, Deconstruction, and the Reuse Center. Responsibilities include completing advanced, diversified, and confidential administrative duties requiring professionalism and organization. Must have excellent computer skills, be enthusiastic, organized and have the ability to work well with or without supervision. To be successful in this position, the incumbent must have excellent interpersonal skills, initiative, attention to detail, and the ability to follow-through with assignments.

RESPONSIBILITIES/DUTIES/TASKS:

• Overall management of the executive office: maintain positive professional appearance; greet guests; answer the phone, and appropriately coordinate presentation of physical space with LBC Staff as needed
• Schedule appointments, assist in the overall calendar management, remind Executive Director and other LBC Staff of upcoming appointments, and ensure background information, directions, information packets and any needed information is collected in advance of each meeting
• Anticipate needs of the Executive Director and be proactive in addressing those needs; provide and facilitate general support of the work of the Executive Director and others as appropriate
• Maintain/update Salesforce CRM as directed with contact information and interaction history, including project information, relationships with Board and Advisory Board members and other relevant relationship details.
• Develop specialty materials for meetings or presentations using Publisher, Word, PowerPoint or Excel; maintain the utmost quality of all materials presented internally and externally; review and edit all materials to ensure accuracy
• Support the needs of the Board of Directors and Advisory Board and prepare for the meetings by creating and sending meeting notices; coordinating all aspects of meeting logistics; collecting information and preparing packets; greeting guests and ensuring all meeting needs are met
• Create and maintain a comprehensive filing system of institutional information, including electronic file management and regular electronic file backups
• Support the work of the Leadership Team – prepare for and take minutes for regular meetings and as directed; schedule individual meetings; collect and track monthly reports; support projects or fill specialty needs as requested
• Coordinate general office supplies and organize shared spaces in the Reuse Center building; maintain supplies for executive office
• Prepare mail and serve as general executive reception for telephone calls and visitors. Resolves routine inquiries on behalf of Executive Director and the organization or redirects inquiries as needed, monitors general email accounts
• Prepares correspondence, memoranda, and reports and initiates routine and non-routine correspondence. Proofread for grammar, spelling and punctuation errors
• Monitors general administrative budget expenses; manages credit card and postage transactions
• Manage, track, and maintain inventory supply of employee apparel
• Draft and distribute donation acknowledgement letters for financial donations not processed via online portal
• Maintain updated content on LBC website, including store hours, contact information, job postings, external media, financial donor acknowledgements, featured inventory, fundraising updates, material donation protocol, video content, event/sale announcements and customer/nonprofit stories.
• Develop and execute email marketing content as requested.
• Maintain email database, including newsletter signups from visitors to LBC warehouse, event attendees and educational workshop participants.
• Development of customer and nonprofit story case studies for use within website, social media, presentation materials, print collateral, Annual Report and distribution of case studies to staff/Board on an ongoing basis to facilitate fundraising and outreach efforts.
• Work with the Executive Director to coordinate the production and distribution of LBC’s Annual Report.
• Work with the Executive Director and operations staff to develop, implement and maintain exterior and interior facility signage.

SUPERVISORY RELATIONSHIPS:

A. Indicate the frequency and specificity of the supervision received: Daily guidance and as necessary

B. Job titles of those who report directly to this position: NONE

C. Total number of persons supervised directly and indirectly: NONE