Administrative Coordinator

INTERFAITH ACTION OF GREATER SAINT PAUL•Saint Paul, MN

10d•Onsite

About The Position

The Executive & Board Administrative Coordinator “Coordinator” provides high-level administrative coordination and support to the Chief Executive Officer and Board of Directors. This role ensures strong organization, communication, and follow-through across executive and governance functions. The Coordinator is responsible for managing board operations, maintaining executive administrative systems, and supporting coordination across senior leadership as needed. This role is designed to reduce administrative burden on the CEO and strengthen organizational reliability, clarity, and accountability. This position operates in a fast-paced, dynamic nonprofit environment and requires strong judgment, adaptability, and the ability to prioritize effectively across competing demands.

Requirements

3–6 years of experience in administrative, executive support, or coordination roles
Nonprofit experience preferred
Strong organizational skills with excellent follow-through and attention to detail
Experience supporting board or governance functions strongly preferred
Demonstrated ability to manage multiple priorities and deadlines in a fast-paced environment
Strong decision-making skills, including the ability to assess situations, prioritize effectively, and act with sound judgment
Professional verbal and written communication skills
Ability to work effectively and build relationships in a multicultural, diverse work environment
Comfortable working with senior leadership and maintaining confidentiality
Proficiency with Microsoft Office / Teams / SharePoint

Nice To Haves

Calm, steady, and highly dependable working style
Strong systems thinker who enjoys organizing information and creating order
Proactive and anticipatory—able to identify needs and address them before they become issues
Clear, consistent communicator who keeps others informed and aligned
Service-oriented and collaborative across teams
Adaptable and resourceful in navigating shifting priorities and organizational needs

Responsibilities

Coordinate all Board of Directors meetings, including scheduling, logistics, and communication
Prepare and distribute board agendas, packets, and supporting materials in partnership with the CEO
Record and distribute meeting minutes and track board decisions and action items
Maintain annual board calendar, including committee schedules and organizational events
Track follow-up items and ensure timely completion by responsible parties
Maintain organized board records, documents, and compliance materials
Provide administrative coordination support to the CEO, including scheduling key meetings and prioritizing calendar requests
Proactively anticipate scheduling needs, potential conflicts, and preparation requirements
Exercise sound judgment in managing competing priorities and determining when to escalate decisions or requests
Organize and maintain executive files, documentation, and internal tracking systems
Support preparation of materials for senior leadership meetings as needed
Track CEO-level action items and ensure appropriate follow-through
Serve as a central coordination point for administrative tasks requiring executive attention
Support coordination between CFO/COO, Chief Development Officer, and CEO administrative needs as requested
Maintain shared organizational trackers (projects, deadlines, or leadership follow-ups)
Ensure consistency and organization of key operational documents and communication materials
Support logistics for leadership and governance-related meetings or retreats
Proactively communicate updates, timelines, and follow-ups to ensure alignment across leadership
Maintain organized systems for document management and administrative workflows
Identify and implement improvements to administrative and board processes
Strengthen clarity, consistency, and efficiency in scheduling, documentation, and information flow
Support continuity and reliability in organizational administrative practices