Administrative Coordinator - The Planet Group

Administrative Coordinator
Contract to hire
9-5
Company: nonprofit

Must Have:

Qualifications:
 
· Bachelor’s degree plus 2-5 years of relevant experience.
 
· High level administrative experience working with senior executives required.
 
· Ability to work independently and self-motivate with limited oversight from manager.
 
· Previous experience working remotely with a decentralized team highly desired.
 
· High proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Proficiency with Smartsheet and Box a plus.
 
Nice to have:


Development
 
Cross cultural experience with international exposure



 
About the Role:
 
As the Administrative Coordinator, you will play a crucial role in assisting the Vice President of Business Development in ensuring smooth operations within the team. Your responsibilities will include managing schedules, organizing activities, and scheduling meetings for development initiatives. Additionally, you will assist with document management, including creating presentations, agendas, bios, and compiling program documents for meetings. Your role will involve conducting research on donors and partners, tracking donor conversations, and taking meeting minutes to ensure all relevant information is captured and saved. You will also be responsible for composing office correspondence and facilitating communications with internal and external stakeholders. This role offers an exciting opportunity to contribute to the success of development projects and initiatives while supporting the overall objectives of the organization.
 
Responsibilities:

• Provide support to the VP Development.

• Assist in managing schedules by organizing activities, scheduling and setting meetings for business development initiatives, and proactively addressing any scheduling conflicts or changes.

• Assist with document management, including creating polished PowerPoint presentations, agenda/bios, drafting agendas and bios, compiling program documents for meetings, and conducting research on donors/partners to provide valuable insights.

• Manage and coordinate meetings from start to finish, including scheduling, preparing agendas, and overseeing logistics, ensuring all necessary materials are prepared and distributed in advance.

• Compose office correspondence and maintain clear and effective communication channels with internal and external stakeholders, representing the VP Development professionally and ensuring consistent messaging.

• Track donor conversations and maintain accurate records of meeting minutes, capturing key decisions and action items to facilitate follow-up and accountability.

• Save and organize relevant information and documentation to ensure easy access and retrieval for future reference and reporting purposes.

• Suggest opportunities to streamline processes, and improve efficiency.
 
Qualifications:

• Bachelor’s degree plus 2-5 years of relevant experience.

• High level administrative experience working with senior executives required.

• Ability to manage sensitive information and communications with discretion.

• Ability to work independently and self-motivate with limited oversight from manager.

• Previous experience working remotely with a decentralized team highly desired.

• Detail-oriented with demonstrated ability to manage complex projects involving multiple stakeholders at one time; commitment to using established organizational principles to ensure that all tasks are completed, both large and small.

• Ability to communicate effectively with people of varied professional and cultural backgrounds.

• Keen attention to professional email etiquette, especially with regard to the transmission of sensitive data.

• Proven ability to work efficiently and independently in a fast-paced environment.

• High proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Proficiency with Smartsheet and Box a plus.
• Exceptional representative of both internally and externally