Administrative Coordinator

• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Tuition assistance
• Vision insurance

• Provide daily administrative support to the Executive Operations & Special Event Manager President & CEO and Chief of Staff, as well as other leaders as needed. 
• Serve as a trusted administrative partner, helping leadership stay organized, informed, and focused on priorities. 
• Manage Board of Directors activities, including updating the orientation guide, bylaws, and contact information as needed. 
• Proactively manage and maintain complex calendars,  
  anticipating scheduling conflicts weeks and months in advance and recommending solutions. 
• Assist in email management and, when appropriate, draft and send correspondence on behalf of the CEO and Chief of Staff when appropriate. 
  Review prospecting leads and schedule follow-up meetings with potential corporate sponsors, donors, foundations, community relations and other stakeholders for the CEO. 
• Prepare meeting materials, including minutes, note-taking, follow-up summaries, and preparation of presentations. 
• Assist in the planning and participation of weekly staff meetings, and other internal activities. 
• Assist in the planning and execution of letters and mailings, including end-of-year thank-you letters, holiday letters, mailing cards to staff, sending items from the office to staff and stakeholders, and preparing in-person graduation materials to program graduates 

• Provide general administrative and office support, including managing phone inquiries, mail, data entry, research, and database updates. 
• Assist with Human Resources related administrative activities, including onboarding new staff. 
• Support data collection, entry, outreach, and database management across departments. 
• Provide administrative and logistical support during HACE’s Summit, awards dinner, program event, partnership/fundraising events, and other major events. 
• Coordinate travel arrangements for HACE staff and volunteers. 
• Perform other administrative duties and special projects as requested by leadership. 

• Associate’s degree or equivalent experience required; Bachelor’s degree preferred. 
• Minimum 3 years of experience as an Executive Assistant supporting senior-level executives in a fast-paced, constantly changing environment. 
• Proven ability to handle multiple tasks effectively and meet deadlines. 
• Demonstrated ability to manage complex calendars and competing priorities. 
• Willingness to occasionally work outside of normal business hours as needed for events or during peak periods. 
• Demonstrated ability and proficiency with the Microsoft Office Suite. 
• Experience using essential workplace technology; familiarity with CRM systems preferred (HubSpot a plus). 
• Must be self-motivated, flexible and able to manage multiple tasks with a strong attention to detail 
• Exceptional customer service and relationship-building skills. 
• Excellent verbal, written, and interpersonal communication skills  

Flexible work from home options available.