Administrative Coordinator

Alzheimer's Association®•Tulsa, OK

8d•$19 - $23•Onsite

About The Position

The Administrative Coordinator provides administrative support for all Oklahoma Chapter staff and oversees office operations for both the Tulsa, OK and Oklahoma City, OK offices. This role reports to the Executive Director. This position will be based in Tulsa, OK.

Requirements

3-5 years administrative support or project management experience
Proficiency in Microsoft 365 platform, including Outlook, Teams, Sharepoint and OneDrive
Strong project and people management skills
Ability to juggle multiple projects simultaneously and prioritize tasks

Nice To Haves

Bachelor’s degree in business administration, communications or project management preferred

Responsibilities

Maintains smooth operation of chapter activities by providing support to the Executive Director and leadership team; organizing meetings, completing correspondence, organizing conference calls, managing requested projects, and making travel arrangements
Maintains all legal documents, board minutes, and contracts, securing required signatures and handling sensitive information with a high degree of confidentiality
Manages chapter-wide office supply orders procedures, order placement and processing of invoices
Schedules chapter-wide staff meetings and leadership team meetings via Microsoft Teams and sends reminders, as well as ensures logistics and venue are secured for in-person meetings
Oversees and directs daily activities of administrative volunteers to ensure professional engagement with the community
Plans and executes board meetings, ensuring all materials and logistics are in order
Manages all board documentation including prospective board members through nomination to election process, prepares welcome letters for board chair’s signature, and announces new board member’s approved membership
Ensures procedures are followed throughout chapter territory related to new hires’ onboarding and terminations. Responsible for completing I-9 paperwork and educating new hires on the chapter’s organization structure, along with general process and procedures.
Plans, schedules, and facilitates Microsoft Teams and/or Zoom meetings and webinars with practice sessions and breakout rooms, as needed
Manages 8x8 phone transfer requests for outgoing staff, temporarily receiving those calls and forwarding to appropriate parties for handling