Administrative Office & Board Coordinator - Mesa, AZ

A New Leaf•Mesa, AZ

6d•Hybrid

About The Position

The Administrative Office and Board Coordinator provides administrative and operational support to the Administrative Office, Executive Assistant to the CEO, and Board of Directors. This position coordinates office operations, Board administration, meeting logistics, records management, mail services, and other administrative functions to support the efficient operation of the organization.

Requirements

High School Diploma or GED required.
Three (3) years of progressively responsible administrative, office support, customer service, or executive administrative support experience required.
Experience coordinating meetings, preparing meeting materials, maintaining records, and providing administrative support required.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, required.
Must Be At Least 21 Years of Age
Class One Fingerprint Clearance Card
Central Registry Background Check
Drug Screening
Valid Unrestricted Driver’s License
Current Auto Liability Insurance
39 Month Motor Vehicle Record
Adhere to all organizational policies, including the Code of Conduct, professional standards, and relevant regulations.

Nice To Haves

Associate's degree in Business Administration, Accounting, Office Administration, or a related field preferred.
Experience supporting executive leadership, a Board of Directors, or governance activities preferred.
Experience preparing meeting minutes and coordinating Board or committee activities preferred.
Experience with electronic document management systems, Board management software, or similar business applications preferred.
Nonprofit experience preferred.

Responsibilities

Serve as the primary point of contact for the Administrative Office by greeting and assisting employees, visitors, members of the Board of Directors, vendors, donors, and community partners in a professional and welcoming manner.
Monitor Administrative Office voicemail and ensure timely routing of messages and inquiries to the appropriate staff member, department, or program.
Open, secure, and monitor the Administrative Office in accordance with established procedures, including arming and disarming security systems as assigned.
Coordinate meeting space scheduling, room setup, and facility readiness for Board meetings, leadership meetings, trainings, and other agency functions.
Coordinate and submit facilities, technology, maintenance, and other operational service requests to support the Administrative Office.
Receive, open, sort, process, and distribute incoming mail, deliveries, and packages in accordance with agency procedures.
Process outgoing mail, including transporting mail to the U.S. Post Office as needed, and coordinate shipping and delivery services for agency departments and programs.
Scan and electronically distribute incoming correspondence and documents to the appropriate departments and staff.
Monitor and maintain office supply inventory and coordinate ordering and restocking of office supplies, materials, and equipment.
Maintain Administrative Office readiness, including conference rooms, reception areas, common areas, and administrative resources.
In partnership with the Quality Management department, plan, coordinate, conduct, and document quarterly emergency preparedness drills.
Identify and recommend improvements to administrative systems, workflows, or communication processes to enhance efficiency and effectiveness across the Agency.
Scan, copy, file, organize, and maintain physical and electronic records in accordance with agency record retention practices.
Assist with maintaining Administrative Office procedures, forms, and operational resources.
Provide general administrative support to the Executive Assistant to the CEO.
Provide clerical and administrative support to agency leadership and departments as assigned.
Coordinate calendars, appointments, scheduling, and meeting logistics as assigned.
Prepare meeting materials and provide administrative support for leadership meetings, Board meetings, trainings, and organizational events.
Maintain and update electronic records, shared files, Board administration systems, and other administrative databases to ensure accurate and timely information.
Assist with preparing correspondence, reports, presentations, spreadsheets, and other business documents.
Provide administrative support to the Executive Assistant to the CEO in coordinating Board of Directors activities.
Assist with scheduling Board of Directors and committee meetings, including coordinating calendars, meeting logistics, and distributing meeting invitations.
Prepare, assemble, and distribute Board meeting agendas, packets, supporting materials, and related correspondence under the direction of the Executive Assistant to the CEO.
Attend Board of Directors and committee meetings, as assigned, to record attendance, meeting minutes, action items, and follow-up items.
Assist with maintaining Board records, committee rosters, contact information, governance documentation, and other Board-related records.
Coordinate the onboarding and offboarding of Board members, including orientation materials, required documentation, system access, and account removal.
Coordinate the collection and tracking of Board member acknowledgments, required forms, conflict of interest disclosures, and other governance documentation as assigned.
Assist with special projects, agency initiatives, and cross-functional assignments.
Participate in meetings, trainings, and professional development activities as required.
Maintain confidentiality of agency, employee, client, donor, Board, executive, financial, and other sensitive information in accordance with organizational policies and applicable laws.
Perform other duties as assigned.