Office Coordinator/Administrative Assistant to Executive Team

UNITED ABILITY, INC.•Birmingham, AL

3d•Onsite

About The Position

Monday-Friday; 8:30am-5:00pm United Ability is an organization that provides various services to individuals with disabilities. We are currently seeking candidates to join our team as an Office Coordinator/Administrative Assistant to Executive Team. In this role, the individual will provide administrative support for the CEO and entire Executive team and performs all aspects of Office Coordinator duties, including coordinating the Board of Directors meetings and committee meetings, coordinating re-credentialing and allocation for assigned grant requests. Employees at United Ability are here to serve others through the everyday fulfillment of its mission. Together, we accomplish significant goals for the advancement of United Ability.

Requirements

Background and experience in providing executive level administrative support required
Possess a “can-do” helpful and positive attitude required
Ability to present a professional presence and demeanor to staff and visitors required
Ability to keep confidential matters confidential required
Excellent computer skills and working proficiency in Microsoft Office suite required
Valid Driver’s license required

Nice To Haves

Background providing administrative support to a Board of Directors highly desirable
Notary Public certification desired
Bachelor’s degree desired

Responsibilities

Performs Office Coordinator duties including maintaining the coverage schedule for the reception area, answering the main phone line and transferring callers, greeting visitors, ordering and stocking supplies, distributing incoming and outgoing mail, coordinating safety drills, maintains Admin Conference room calendar, assisting in meeting room set up, placing building work orders, and logging all incoming checks.
Provides administrative support to the CEO and others in executive team management. Duties include typing or scanning correspondence, coordinating meetings, assisting with the CEO’s calendar management, maintain and enter expense reports, compiling and uploading documentation for annual funding reviews, assisting with HR new employee orientation, assists with event and small group logistics, maintain Policies and Procedures, maintain monthly/quarterly/annual organizational data and reports, adding or removing staff from facility access system, updating the employee phone list, processing payment requests, etc.
Provides administrative support for the UA Board of Directors, and standing committees. Serve as administrative support to UCPAL Board. Duties include arranging meeting rooms, and setting up AV equipment, coordinate catering and other meeting support/resources needs, coordinating quarterly data, reports and slide presentation for Board meetings, scheduling meetings, taking minutes, distributing minutes, tracking attendance, and providing general correspondence.