FirstBank Jobs

Order#: NY1502291
Administrative Office Coordinator

Interested candidates should send a cover letter and resume to Faith Phelps, fphelps@hope585.org

JOB SUMMARY The Administrative Office Coordinator at HOPE585 plays a crucial role in supporting the organization's day-to-day operations. This position is responsible for providing high-end administrative, clerical, and Board support. The ideal candidate will be very organized, detail-oriented, and possess excellent written and verbal communication skills. This is a new position for our organization, and we will continue to shape the role in partnership with the selected candidate to ensure we best meet the needs of our leadership team and, ultimately, the individuals we serve.

Essential Functions: Serve as the first point of contact for the organization. Draft, proofread, and edit correspondence, reports, and documents as needed for the Executive Director and all members of the Senior Leadership Team. Provide support to the CEO for the Board of Directors: manage the schedule, ensure information is up to date, take and distribute minutes, etc. Accurately enter and maintain donor, volunteer, and other organizational data into appropriate systems. Assist in maintaining and updating organizational records and files, including policies and procedures at the organizational and program level. Schedule appointments, meetings, and conference calls for the Executive Director and Director of Operations. Assist with reserving meeting rooms for the organization and our partners. Provide support with donor acknowledgment. Prepare meeting agendas, documents, and presentations as needed and requested by the Executive Director and/or Senior Leadership Team. Take clear, concise, and accurate minutes for required meetings. Assist with coordinating repair and maintenance of office equipment, including computers, phones, and printers. Assist with maintaining maintenance schedules for all property and facilities. Perform general administrative support. Assist with coordinating event logistics. Coordinate bulk mailings. Coordinate website updates. Assist with onboarding and offboarding team members and the creation of personnel files. Assist with coordinating benefits and insurance coverage for staff and the organization. Actively seek out areas of improvement and share possible solutions. Other Duties: Assist with basic Accounts Payable (AP) functions and other basic finance functions, as needed. Assist with other duties as requested.

Qualification: Associates Degree is required; at least three years performing in an administrative role is strongly preferred Excellent writer, highly professional in both written and verbal communications Very proficient in Excel and Office 365 Excellent multi-tasker; willingness to support other departments including Finance Proven experience as an administrative assistant or in a similar role. Ability to work independently and collaboratively in a team environment. Understanding and commitment to the mission and values of HOPE585.