EXECUTIVE COORDINATOR

BETHANY HOUSE SERVICES INC•Cincinnati, OH

3d•Onsite

About The Position

The Executive Coordinator provides administrative support to the Chief Executive Officer and additional support for the C-Suite team as needed. This role involves day-to-day administrative responsibility to ensure the productivity and efficiency of the Executives' office. The Executive Coordinator acts as the C-suite's primary coordinator and liaison for external relations, including Board and Committee communications. Additionally, the Executive Coordinator serves as the designated IT and Technology liaison for the organization, responsible for all communications with third-party IT & Technology support and providing on-site assistance for IT & Technology needs with vendor support.

Requirements

High School Diploma or GED with at least 5 years experience.
Attention to detail.
Proficiency in using Microsoft Word and Excel.
Polished professional presence with exceptional verbal and written communication skills.
Demonstrated ability to meet deadlines, multi-task, adapt to shifting priorities, and work on a team.
A valid driver’s license, meeting BHS vehicle insurance requirements, and reliable transportation.
Successful completion of criminal background checks and drug tests.
Kneeling.
Standing.
Pulling.
Climbing.
Balancing.
Crouching.
Walking.
Lifting.
Stooping.
Tactile sense.
Hearing.
Reaching with hands and arms.
Grasping.
Pushing.
Fingering.
Repetitive movements.
Talking.
Exerting up to 10 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
Close vision.
Distance vision.
Color vision.
Peripheral vision.
Depth perception.
Ability to adjust focus.

Nice To Haves

Associate's or Bachelor's Degree in Business Administration, Communication, or other related field with at least 2 years experience.

Responsibilities

Organizes and schedules appointments and meetings.
Writes and distributes emails, correspondence memos, letters, faxes, and forms.
Assists in scheduling and preparing agency and staff events as well as meetings, including food ordering and other general support.
Updates and documents Executive Office processes.
Reconciles and submits expense reports and invoices.
Assists in data collection for a variety of meetings, reports and other analyses.
Provides general support to visitors and volunteers of the Executive Team.
Submit maintenance requests to the Facilities Manager as needed.
Replenishes office supply requests as needed and maintains agency office supplies inventory.
Serves as receptionist backup, including answering the general phone line and routing calls to appropriate personnel; collects, logs, and routes all incoming mail including creating daily check log for incoming payments and donations.
Assists in preparing Board meetings and reports, with lead responsibility for logistics.
Serves as the point of contact for Board members.
Participate in all Board and Committee meetings.
Keeps accurate Board and Committee meeting minutes and attendance.
Maintains contact lists for agency, Board, and committees, including member profiles.
Plans and coordinates the annual Board meeting schedule.
Maintains the Board documents on the Board SharePoint site.
Coordinate with IT, VOIP, and internet providers for all organizational technology needs.
Coordinate agenda preparation and follow-up of monthly IT meetings.
Review and approve vendor billings.
Handling various on-site requests related to IT.
When third-party IT & Technology support is not accessible, assist with troubleshooting technology issues and creating tickets for future technology repairs.
Running software updates weekly to ensure each computer has the latest versions.
Train staff members on how to generally use new hardware and software.
Managing shared content drives and ensures that data is properly organized and stored.
Updating membership to each drive and distribution email as employees and Board Member enter and exit.
Taking on-site responsibility for various IMS projects as needed. This includes not just coordinating the projects but also completing the necessary on-site work for each project.
Create badges through Salto software for new hires and replacement badges.
Manage on-site technology inventory and assign or collect technology when employees on-board and off-board.
Maintain family confidence and protect operations by keeping information confidential.
Participate in training, supervision, and team meetings.
Works effectively with co-workers, participants, and others by sharing ideas constructively and positively; listening to and objectively considering the ideas and suggestions from others; keeping commitments; addressing others by name, title, or other respectful identifiers; and respecting the diversity of our workforce in actions, words, and deeds.
Supervise and direct volunteers throughout the event to ensure tasks are completed efficiently.
Provide guidance and support, answering any questions and offering feedback as needed.
Ensure volunteers understand and are comfortable with their roles and responsibilities.
Work with other staff members to ensure volunteer teams are properly coordinated and their efforts are aligned with event goals.
Communicate effectively with volunteers and fellow staff members to ensure any challenges are addressed quickly.
Ensure that volunteers are thanked for their efforts, reinforcing their Contributions to the event's success.