Administrative & Office Coordinator

Overview
The Administrative & Office Coordinator serves as the first point of contact for United Way of Northern Arizona while supporting daily office operations and providing administrative support to the President & CEO. This role blends front office responsibilites with support to leadership, ensuring a welcoming and professional office environmnet while maintaining organization, clear communication, and follow-through on key priorites.

Duties

Front Desk & Office Coordination

• Greet and assist visitors, partners, and community members in a professional and welcoming manner
• Answer and direct incoming phone calls and general inquiries
• Manage general office email and route messages approprately
• Handle incoming and outgoing mail, deliveries, and office logistics
• Maintain a clean, organized, and professional front office environment
• Manage office supplies and coordinate ordering as needed

Administrative & CEO Support

• Partner closely with the President & CEO to inform them about upcoming commitments and responsibilites
• Manage the President & CEO's calendar, including scheduling meetings, appointments and events, and resolving conflicts and ensuring efficient time management
• Coordinate meetings, including scheduling, reminders, and basic preparation of materials
• Track tasks, deadlines, and follow-ups to help keep priorities organized
• Assist with drafting and responding to emails and communications on behalf of President & CEO, as needed
• Support coordination and communication with board members and key stakeholders
• Prepare Board meeting materials, agendas, and notes
• Create daily reports outlining tasks, meetings and required actions to keep the President informed and organized
• Monitor, prioritize, and respond to emails, phone calls and written correspondence on behalf of the President & CEO, ensuring timely and organized communication handing while maintaining professionalism and confidentiality
• Stay attuned to relevant issues and developments in the organization and provide timely updates to ensure the President & CEO is aware of critical matters
• Draft, proofread, and edit various documents, including emails, reports, and presentations, utilizing Word, Excel, PowerPoint, and other relevant software
• Act as a liaison between the President & CEO, facilitating effective interactions and information flow between the staff, board members, donors, volunteers, partners, and other stakeholders
• Perform special assignments and other duties as assigned

Organizational & Team Support:

• Provide administrative support to staff as needed
• assist with the management and organization of all logistical aspects of meetings and events, includeing venue selection, materials, setting up audiovisual needs, catering arrangements, attendee coordination and communication
• Assist with cooridnation of internal meetings and projects
• Maintain files, records, and organizational systems
• Assist with light bookkeeping tasks, including tracking expenses, completing and processing expense reports and reimbursements, and other financial documents

Key Working Style & Expectations

• Executive support is coordination-based and integrated into daily workflow
• This role requires strong communication, organization, and the ability to manage multiple priorites with professionalism and flexibility

Knowlege, Skills and Abilities

• Strong interpersonal and customer service skills with a helpful and professional demeanor
• Excellent verbal and written communication skills, including phone and emial etiquette
• Strong organizational skills and attention to detail
• Ability to manage multiple priorities and handle a variety of tasks
• Flexible, self-motivated, proactive and able to take intitative
• Sound judgement, problem-solving skills, and ability to anticipate needs
• High level of professionalism, discretion, and confidentiality when handling sensitive information
• Proficiency in Microsoft Office 365 (Outlook, Word, Excel, Teams)
• General knowledge of the community

Minimum Qualifications

Associate degree or minimum of 2 years of experience in administrative, office coordination, or customer service roles, or a combination of both. Equivalent combinations of education, training, and experience will considered.

Preferred Qualifications

• Strong proficiency in Microsoft Office 365
• Experience using Canva, Adobe, or similar tools for basic design and document formatting
• Comfort working with PDF's, printing, and preparing materials for meetings and presentations

Compensation

This is a part-time position (approximately 20 hours per week). Compensation range: $25-$30 per hour, depending on qualifications. This position is not eligible for benefits; however, paid holidays are provided based on part-time schedule, in accordance with UWNA policy.

Additional Information

This role has growth potential as the organization evolves, with opportunities to expand responsibilities and deepen involvement in organizational operations and leadership support.

Other Requirements

Transportation is necessary for this position. A valid Arizona driver's license and proff of current automobile insurance is required. Employement is ontigent upon verification of identity and authorization to work in the United States.

Statements in this job description are intended to describe the general nature of working being performed. They are not intended to be a complete list of all the responsibilities, duties, and skills required for the position.

Review of applicants will start on April 16, 2026

Pay: $24.50 - $29.50 per hour

Benefits:

• Paid time off

Work Location: In person