Administrative Coordinator/Executive Support Assistant-Regional

Essential duties and responsibilities of this position are described below and are subject to change by management, as may be necessitated by changes in business needs, contract requirements, accommodation requests or other reasons.

Job Summary:

The Administrative Coordinator/Executive Support Assistant position supports daily business operations, executive leadership, and contract administration activities. This position serves as a central point of communication for the organization and is responsible for administrative support, calendar management, data entry, document organization deadline tracking, county communications, and operational coordination.

Supervisory Responsibilities:

• None

Duties/Responsibilities:

• Answer and direct incoming phone calls professionally.
• Manage executive calendars, meetings, and scheduling requests.
• Monitor and respond to emails as directed.
• Maintain accurate electronic filing systems and company records.
• Perform data entry and administrative support tasks.
• Assist with QuickBooks data entry and basic financial record maintenance.
• Track contract renewals, RFP opportunities, deadlines, and county communications.
• Follow up with county officials, vendors, and business partners regarding required documentation and pending items.
• Organize and maintain proposal, contract, and compliance files.
• Schedule and publish pre-approved social media content.
• Prepare reports, spreadsheets, and operational summaries as requested.
• Assist leadership with special projects and administrative initiatives.
• Ensure deadlines are monitored and communicated proactively.
• Support day-to-day office operations and help identify opportunities for improved efficiency.
• Other duties as assigned.

Position Core Competencies:

• Problem Solving: Acts collaboratively in resolving problems. Ability to present solutions rather than just identifying problems. Can acknowledge when one does not know something and is willing to take personal responsibility for finding a solution.
• Team Building: Works well with others and helps build a cohesive working environment. Helps others learn and shares knowledge. Respects diversity of the workplace and individuals' unique characteristics.
• Communication: Able to appropriately express opinions in written and verbal form. Clear and articulate when speaking with an individual or group and using audience-appropriate language. Listens to others.
• Documentation: Written documentation is completed on required forms or using required formats without omissions.
• Effective Time Management: Organizes and prioritizes work by devoting adequate time and attention to individual tasks. Effectively plans meetings/keep appointments and multitask effectively.
• Attentive to Detail: Able to provide accurate and consistent work on a timely basis. Documents important to detail to ensure miscommunications are minimized.
• Accountability: Follows through on commitments and agreement. Demonstrated dependability. Takes responsibility for mistakes and missed deadlines. Communicated about progress on commitments.
• Stress Tolerance: Must be able to effectively handle stressful or adverse situations and work effectively under difficult conditions. Remains focused in spite of distractions and interruptions.
• Safety Consciousness: Maintains awareness of and acts to minimize the safety risk in one's environment.

Required Skills/Abilities:

• Extensive knowledge of operations and production management.
• Ability to handle confidential information professionally.
• Ability to interpret financial data as needed to set production goals.
• Excellent organizational skills, attention to detail/accuracy, and time management abilities.
• Excellent written and verbal communication skills.
• Ability to work independently with minimal supervision.
• Comfortable managing multiple projects and deadlines simultaneously.
• Proficient in Microsoft Office Suite or similar software.

Education, Credentials, and Experience:

• High school diploma required, associate's degree preferred.
• Administrative assistant, office coordinator, or related experience preferred.
• Proficiency with Microsoft 365, including Outlook, Excel, Word, and Teams.
• Experience with QuickBooks preferred but not required.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at a time.
• Must be able to react quickly and appropriately in emergency situation.
• Must be able to identify and minimize safety risks within the environment whenever possible.