Coordinator, Office of CEO

Essential Functions: (Other duties and responsibilities may be added at the company’s discretion)

• Support the facilitation, coordination, and planning of meetings, work plans, and action calendars for the Board activities with a high degree of accuracy and timeliness

• Support the preparation and timely distribution of accurate content for Board related presentations, documents, meeting minutes, and virtual sites

• Responsible for scheduling and coordinating virtual and in person meetings with external executive level stakeholders

• Executes the logistics for meetings, trainings, and events (including room/AV preparation, hospitality, and other admin support)

• Compile and design external Board newsletters

• Manage inventory and support orders for Board activities

• Keep accurate records of expenditures; prepare and process expense reports and invoices

• Support the development of OCEO expense budgets and reconcile OCEO expenses

• Support miscellaneous special projects, as assigned by the Senior Director

• Assist in coordinating with project owners across departments to align timelines and deliverables while modeling agency project management standards

• Serves as a backup as needed or in the absence of the Assistant to the CEO

• Participate in joint ventures with other departments and ensure positive internal and external customer relations

• Participate in all meetings, trainings, and activities as assigned by the Senior Director

• Other duties as assigned by the Senior Director

Job Requirements and Qualifications: (includes – Education, Training licenses & certificates, Knowledge and Work Experience Requirements)

• Bachelor’s degree, preferably in business or nonprofit management, with a minimum of three (3) years of experience providing high-level administrative, consulting, or operational support, or an equivalent combination of education and practical experience

• Demonstrated proficiency with executive protocol, e-mail etiquette and office management including calendar and travel management, and organizational skills

• Advanced knowledge of Excel and PowerPoint, and a strong working knowledge of other Microsoft products. Proficiency with Adobe Acrobat a plus
• Exceptional written, verbal, and interpersonal communication skills
• High-level attention to detail and maintain a high-level of accuracy
• Strong analytical, administrative, organization, critical thinking, and customer service skills
• Ability to solve problems, multi-task and work independently as well as with a team in a fast-paced environment
• Ability to establish work priorities and coordinate multiple projects and demands simultaneously
• Demonstrated knowledge of process, project and program management theory and practices, with the ability to apply them when solving operational issues

• Energetic and excellent interpersonal skills; ability to build and sustain strong, cohesive and trusting working relationships across a variety of stakeholders

• Aptitude for continuous learning
• Ability to be flexible in hours and work locations across greater service area to accommodate offsite meetings and events.
• Must have access to reliable transportation and maintain good driving record, dependable transportation and telephony communication device
• Familiarity with Strategic Planning and Data analysis tools/software is a plus

Working Environment Conditions/Requirements: (Special Information such as physical requirements, travel requirements, on-call schedules…)

• Ability to push, pull, and lift up to 30 lbs. with or without accommodations
• Must be able to meet all physical requirements to perform all duties, including transporting and carrying materials and supplies to all designated locations to assist in meetings, conferences, and other events

• Must be in person at least 3x/week with full-time availability