Administration Operations Coordinator

Position Overview:

The Hometown Foundation is seeking a highly organized, proactive, and hands-on Administrative Operations Coordinator to support daily office operations, administrative functions, and internal project coordination across the organization. This role serves as a central administrative support position, helping maintain organization, communication, scheduling, and operational efficiency across multiple departments and initiatives. The ideal candidate is detail-oriented, adaptable, positive, and comfortable managing day-to-day office responsibilities in a fast-paced nonprofit environment. This position works closely with assigned leadership, who will provide direction, accountability, priorities, ongoing performance feedback, and measurable goals.

Responsibilities:

• Manage calendars, scheduling, meetings, shared inboxes, and voicemails
• Prepare agendas, capture meeting notes, and track follow-up items and deadlines
• Provide day-to-day administrative and operational support to leadership and staff
• Maintain digital filing systems and shared platforms including Google Drive, SharePoint, Canva, Flickr, YouTube, and Vimeo
• Order office supplies, promotional items, and Foundation materials while tracking inventory
• Support cross-functional projects by managing timelines, logistics, deliverables, and communication
• Coordinate schedules, signage, materials, and administrative details for Foundation initiatives Maintain organizational calendars and track department deadlines
• Work closely with assigned leadership to prioritize tasks and monitor project progress
• Identify opportunities to improve workflow, organization, and team communication
• Assist with Foundation marketing, communications, and website update
• Research community partnerships and promotional opportunities
• Monitor social media channels for engagement opportunities
• Provide administrative and logistical support for Foundation programs and events as needed
• Assist with registration, communications, vendor coordination, and onsite event support
• Perform other duties as assigned by leadership

Environment:

• Office: approx. 65F - 70F
• Varying outdoor temperatures based on events

Schedule:

• Office: Weekdays Monday - Friday 8:30am - 5:00pm.
• Some evenings and weekends as needed for events.

Compensation:

• $20.00 - $25.00 per hour

Experience:

• Preferred: Bachelor's degree in Business Administration, Communications, Marketing, Event Management or a related field preferred.
• Preferred: Two (2) - Four (4) years' experience in administrative support, office coordination, office management, project management or related roles
• Preferred: Proficiency in event management software and tools, such as event registration platforms, project management systems, Microsoft Suite - Excel proficiency, and CRM database.
• Preferred: 6mo - 1 year experience working knowledge of all major social media platforms
• Preferred: Proficiency in English (written and verbal) to effectively communicate with associates and leadership

Skills:

• Physical abilities: Ability to stand, walk and sit throughout your day; Walking on a variety of flooring such as carpet, concrete, tile etc.; Ability to lift and move up to 30lbs
• Strong communication Skills: Ability to communicate clearly and effectively with peers and leaders on a daily basis
• Organizational Skills: Ability to prioritize and meet deadlines; project management
• Working in a team based environment: Working independently and as a team player to ensure outstanding customer service
• Quality: Maintain integrity and high standards from all perspectives