Executive Coordinator

Position Summary:

This person will act as the agency’s Front Desk Receptionist for incoming phone calls and visitors and will support the CEO as well as other staff members with clerical and administrative duties. In this role the person will be the Safety Office for the Children’s Village and responsible for catering and food ordering

Role and Responsibilities:

This person’s job responsibilities include, but are not limited to, the following:

Agency/Facility:

Provide a professional first point of contact for the agency; offering a competent, friendly and person centered and trauma informed approach
Implement all security guidelines and policies
Answer phones at agency’s main phone center (and back up to CAC and NE) and direct calls to proper associates
Oversee VOIP phone system and staff iPhone needs, coordinating with vendors
Maintain updated staff phone list
Be aware of all events happening both on and off campuses to direct and support callers, visitors, staff, clients, and volunteers, assist with input on OUTLOOK calendar
Manage donations brought to lobby area and furniture donations with pick up and/or delivery
Manage lobby area including traffic flow and security, donations, and communications
Provide administrative support for the Executive Director including scheduling
Coordinate staff travel arrangements
Responsible for the creation and distribution of a daily employee update email and monthly electronic Employee Newsletter
Maintain and manage outgoing and incoming mail processing
Provide backup support for development team as needed
Order and distribute all office supplies, trouble shoot copy machine and contact with vendor
Other duties as assigned

Safety Officer:

Oversee CARF Safety Policies, Maintain Safety Binder
Schedule, Report Outcomes of Inspections and Drills including fire, bomb, intruder, active killer, hurricane
Catering/Food:
Weekly ordering of food for group homes and shelter from area stores and other vendors.
Coordinate for Shabbat and all holiday meals and events with staff
Prepare menus for special events (parties, BBQ, brunch) maintain kosher guidelines
Coordinate refreshments for meetings, office lobby and other special requests including set up as needed
Order donor food and gifts as needed for Shivas and life event

COMPENTENCIES:

Organizational Skills
Communication Skills
Problem Solving
Time Management

Physical requirements:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds

Qualifications and Education Requirements: