Administrative Office Coordinator

Family Ark•Jeffersonville, IN

2d•$18 - $20

About The Position

This role provides high-level administrative support to the CEO, COO, and senior management team. Key responsibilities include managing daily office operations, coordinating facility maintenance and vendor services, and supporting executive and board functions. The position also involves volunteer administration and maintaining strict confidentiality. The ideal candidate will be highly organized, detail-oriented, and professional.

Requirements

High-level administrative support experience
Experience managing office operations
Experience coordinating facility maintenance and vendor services
Experience with Board of Directors and committee meeting logistics
Experience preparing and distributing meeting materials
Experience maintaining confidential records
Experience with volunteer administration
Strong organizational and prioritization skills
Ability to manage multiple responsibilities and competing deadlines
Strict confidentiality
Professionalism, sound judgment, attention to detail, and responsiveness

Responsibilities

Provide high-level administrative support to the CEO, COO, and senior management team, including scheduling, correspondence, meeting preparation, documentation, research, data entry, and compilation of information.
Oversee daily office operations to maintain a safe, organized, professional, and efficient work environment.
Manage incoming and outgoing agency mail, deliveries, and related correspondence.
Manage office supplies, equipment, inventories, service contracts, and routine administrative resources.
Coordinate facility maintenance, repairs, vendor services, office security, and agency fleet-related administrative needs.
Serve as a liaison with building management, contractors, vendors, and service providers; obtain bids and estimates for services and coordinate scheduling of approved work.
Support workplace safety initiatives and facility compliance requirements.
Coordinate Board of Directors and committee meeting logistics, including scheduling, meeting notices, room or venue arrangements, and required materials.
Prepare, organize, and distribute Board packets, agendas, minutes, reports, and supporting documentation.
Maintain accurate and confidential Board records, governance documents, resolutions, and official meeting files.
Track Board member terms, committee assignments, required documentation, and other governance-related deadlines.
Provide administrative support for Board committees and special projects as requested by the CEO or COO.
Assist with volunteer recruitment, onboarding, scheduling, communication, and engagement activities.
Maintain accurate and confidential volunteer records, including contact information, background check documentation, training records, and other required documentation.
Serve as a primary administrative point of contact for volunteer questions, scheduling, and logistical needs.
Coordinate and support volunteer events, recognition, and appreciation activities.
Effectively prioritize, organize, and coordinate multiple responsibilities and competing deadlines to maximize productivity and ensure timely completion of assignments.
Maintain strict confidentiality when handling sensitive organizational, personnel, financial, Board, and other agency information.
Demonstrate professionalism, sound judgment, attention to detail, and responsiveness when interacting with employees, leadership, Board members, volunteers, vendors, and community partners.
Support agency initiatives, special projects, and organizational events as assigned.
Other duties and responsibilities as assigned.