Office Coordinator

Description

Reporting to the President/CEO, the Office Coordinator provides administrative and other support too the President/CEO and Executive Management Team. A reliable, well-organized Senior Office Coordinator handles day-to-day operations with a focus on efficiency and time management. The Senior Office Coordinator is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control and task delegation. Experience in handling a wide range of administrative support-related tasks with the ability to work independently with little or no supervision. He/she is a well-organized, flexible, and energetic professional who doesn’t mind wearing multiple hats. The Senior Office Coordinator embodies Care Net’s Christian, Pro-Abundant Life mission and vision, by supporting Care Net’s key strategic initiatives.

Requirements

Core Responsibilities 

• Assistant to the President/CEO for managing his/her calendar, communications, travel and day-to-day operations for the Executive Office
• Manage the Public Education budget
• Prepare, process and track call reports for the President/CEO’s donor calls and meetings.
• Maintain donor, prospect, Christian and other contact related lists for mass mailings and periodic updates on Care Net’s initiatives
• Use a range of productivity office software to include email, spreadsheets and databases, to ensure the efficient running of the office
• Manage the Church Engagement Pipeline in Hubspot
• Manage online and paper filing systems
• Manage the President/CEO’s internal and external speaking requests
• Prepares and processes travel and expense reports for the President/CEO’s donor and speaking event trips
• Processes expense reports for the President/CEO and Care Net Board of Directors
• Arrange for necessary office/equipment repairs
• Point of contact for the ADF Facility support ticketing system and reservations for remote staff at the Virginia Guest House
• Handle communications, scheduling and preparations for Care Net’s Board of Directors’ meetings with the Vice President of Administration & Operations, Board Chair and Office Manager. Track and provide statistics for input into the President/CEO’s board reports
• Collaborate with the Chief Outreach officer on podcast and media interviews for the President/CEO throughout the year and during speaking events
• Plan in-house or off-site activities and parties for staff with the Office Manager, as needed
• Ability to travel to the Care Net annual conference and staff summit. Prepare trip folders and/or binders with detailed logistical information. Coordinate with the conference team, COO and Office Manager on scheduling and related tasks
• Schedule Executive Management Team meetings for onsite and remote staff (weekly, biweekly, quarterly Wombside Chats, mid-year, and annual reviews)
• Process FedEx, USPS, and Amazon packages for the President/CEO’s books and booklets for speaking events
• Prepare and process the minutes for the Finance Committee, Care Net Board of Directors, and Care Net Foundation meetings. Experience with DocuSign is highly desirable
• Participate in the rotation schedule for kitchen duty and leading devotions, in addition to end-of- year donor “thank you” calls.
• Flexible and willing to perform varying duties depending on the shifting needs of Care Net and staff members

Conference and Other Events

• Travels to and performs duties, as assigned, at the Care Net annual conference
• Participates in other events, meetings, and activities as assigned

Requirements

• Is a committed Christian who demonstrates a personal relationship with Jesus Christ as Lord and Savior
• Abides by Care Net’s People Principles and adheres to a biblical peacemaker attitude based on Matthew 18 guidance related to conflict resolution
• Attends and participates in daily staff devotions, prayer, and occasional fasting
• Possesses a strong commitment and dedication to the pro-abundant life position
• Associate degree required or experience of four or more years working in a corporate setting
• Ability to work strategically and collaboratively across departments. Possesses basic accounting knowledge for working with the Controller and the finance team
• Effective, versatile, and action-oriented. Has or is willing to obtain Public Notary certification
• Has strong oral, written, and interpersonal skills with the ability to keep sensitive information confidential
• Has excellent calendar management skills
• Advanced computer skills with proficiency in Zoom and the Google and Microsoft Office productivity suites. Experience with ClickUp, Bill.com, Virtuous or Salesforce ERP, DocuSign, and Hubspot are desirable
• Comfortable with a fast-paced environment and the ability to multitask with minimal supervision
• Has the ability to schedule complex travel arrangements for the Executive Office
• Has strong organizational skills, project management skills, and a keen attention to detail
• Supply management experience and basic fundraising knowledge is desirable. Experience with Call Hub is a plus
• Able to perform the essential duties of the job without reasonable accommodations
• Has the ability to work with a diversity of cultures and Christian denominations, backgrounds, and traditions
• Agrees with Care Net’s Statement of Faith and Mission/Vision, Employee Conduct Policy, and Core Values