Senior Office Coordinator

Care Net•Lansdowne, VA

About The Position

Reporting to the President/CEO, the Senior Office Coordinator provides administrative and other support to the President/CEO and Executive Management Team. A reliable, well-organized Senior Office Coordinator handles day-to-day operations with a focus on efficiency and time management. The Senior Office Coordinator is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control and task delegation. Experience in handling a wide range of administrative support-related tasks with the ability to work independently with little or no supervision. He/she is a well-organized, flexible, and energetic professional who doesn’t mind wearing multiple hats. The Senior Office Coordinator embodies Care Net’s Christian, Pro-Abundant Life mission and vision, by supporting Care Net’s key strategic initiatives.

Requirements

Is a committed Christian who demonstrates a personal relationship with Jesus Christ as Lord and Savior
Abides by Care Net’s People Principles and adheres to a biblical peacemaker attitude based on Matthew 18 guidance related to conflict resolution
Attends and participates in daily staff devotions, prayer, and occasional fasting
Possesses a strong commitment and dedication to the pro-abundant life position
Associate degree required or experience of four or more years working in a corporate setting
Ability to work strategically and collaboratively across departments.
Possesses basic accounting knowledge for working with the Controller and the finance team
Effective, versatile, and action-oriented.
Has or is willing to obtain Public Notary certification
Has strong oral, written, and interpersonal skills with the ability to keep sensitive information confidential
Has excellent calendar management skills
Advanced computer skills with proficiency in Zoom and the Google and Microsoft Office productivity suites.
Has the ability to schedule complex travel arrangements for the Executive Office
Has strong organizational skills, project management skills, and a keen attention to detail
Able to perform the essential duties of the job without reasonable accommodations
Has the ability to work with a diversity of cultures and Christian denominations, backgrounds, and traditions
Agrees with Care Net’s Statement of Faith and Mission/Vision, Employee Conduct Policy, and Core Values

Nice To Haves

Experience with DocuSign is highly desirable
Experience with ClickUp, Bill.com, Virtuous or Salesforce ERP, DocuSign, and Hubspot are desirable
Comfortable with a fast-paced environment and the ability to multitask with minimal supervision
Supply management experience and basic fundraising knowledge is desirable.
Experience with Call Hub is a plus

Responsibilities

Assistant to the President/CEO for managing his/her calendar, communications, travel and day-to-day operations for the Executive Office
Manage the Public Education budget
Prepare, process and track call reports for the President/CEO’s donor calls and meetings.
Maintain donor, prospect, Christian and other contact related lists for mass mailings and periodic updates on Care Net’s initiatives
Use a range of productivity office software to include email, spreadsheets and databases, to ensure the efficient running of the office
Manage the Church Engagement Pipeline in Hubspot
Manage online and paper filing systems
Manage the President/CEO’s internal and external speaking requests
Prepares and processes travel and expense reports for the President/CEO’s donor and speaking event trips
Processes expense reports for the President/CEO and Care Net Board of Directors
Arrange for necessary office/equipment repairs
Point of contact for the ADF Facility support ticketing system and reservations for remote staff at the Virginia Guest House
Handle communications, scheduling and preparations for Care Net’s Board of Directors’ meetings with the Vice President of Administration & Operations, Board Chair and Office Manager.
Track and provide statistics for input into the President/CEO’s board reports
Collaborate with the Chief Outreach officer on podcast and media interviews for the President/CEO throughout the year and during speaking events
Plan in-house or off-site activities and parties for staff with the Office Manager, as needed
Ability to travel to the Care Net annual conference and staff summit. Prepare trip folders and/or binders with detailed logistical information.
Coordinate with the conference team, COO and Office Manager on scheduling and related tasks
Schedule Executive Management Team meetings for onsite and remote staff (weekly, biweekly, quarterly Wombside Chats, mid-year, and annual reviews)
Process FedEx, USPS, and Amazon packages for the President/CEO’s books and booklets for speaking events
Prepare and process the minutes for the Finance Committee, Care Net Board of Directors, and Care Net Foundation meetings.
Participate in the rotation schedule for kitchen duty and leading devotions, in addition to end-of-year donor “thank you” calls.
Flexible and willing to perform varying duties depending on the shifting needs of Care Net and staff members
Travels to and performs duties, as assigned, at the Care Net annual conference
Participates in other events, meetings, and activities as assigned