Executive Coordinator

November 08, 2021


Executive Coordinator Job Description

I. POSITION SUMMARY

This position provides executive support to the President and administrative support and coordination of ECF events. Duties include direct support for executive leadership and the Board of Trustees (Board), and event logistics and coordination as directed by leadership staff.

II. DUTIES AND RESPONSIBILITIES:

The essential functions of the job include but are not limited to the following:

Board of Trustees and Committee Support:

  • Serve as administrative liaison to Board of Trustees and committees as directed by Executive Staff
  • Oversee preparation and distribution of board and committee meeting agendas and other materials
  • Attend meetings to ensure expectations, assist other attendees and for the purpose of documenting as required by bylaws and needed by staff
  • Administer and maintain board documents such as proxy statements, conflict of interest forms and confidential surveys
  • Ensure compliance with applicable rules and regulations set in bylaws regarding Board matters

Executive Support:

  • Meet regularly with CEO to review and implement action items
  • Assist with maintaining Employee Handbook and other employee resources
  • Serve as first point of contact and liaison for executive staff as advised

Event Management:

  • Provide support for event leader
  • Research and reserve venues, caterers, and other logistical items
  • Coordinate invitation lists and mailings
  • Communicate with sponsors and attendees as needed
  • Assist with set up and clean up as needed

General:

  • With the Office Coordinator, arrange reception coverage as needed
  • Perform other tasks as assigned for the successful operation of the Foundation

III. PRIMARY REPORTS PREPARED

  • Board and Committee meeting minutes

IV. QUALIFICATIONS

  • Knowledge of office processes, practices, and computer software applications.
  • Excellent project, time management and problem-solving skills including the ability to articulate progress, concerns, and recommendations
  • Ability to compose professional correspondence from notes, discussions or independently from knowledge of circumstances and policy
  • Leadership skills to work effectively with management, staff, and donors
  • Tact and diplomacy in addition to handling large amounts of confidential material with discretion and operating with independent judgment and initiative
  • Excellent organizational skills
  • Experience providing support and taking directives from multiple supervisors and coordinating projects
  • Demonstrate integrity, professional maturity, and strong work ethic
  • Proficiency in Microsoft Office to include Word, Excel, PowerPoint, and Outlook
  • Technology savvy with additional Microsoft products is a plus

Education and Qualifications

  • Bachelor’s degree preferred
  • Previous experience in administrative support activities

VI. SPECIAL REQUIREMENTS:

  • Proficiency in Microsoft Office software programs (Word, Excel, PowerPoint, etc.) and have the ability to learn new and/or specific computer programs, such as FIMS, Website / Newsletter software
  • While performing the duties of the job, the employee is regularly required to sit, maneuver around building, stand, kneel, stoop, crouch, reach with hands and arms, talk and hear. Employee will need the ability to operate general office equipment and regularly lift and move up to 10 pounds and frequently lift and move up to 25 pounds Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

VII. EQUIPMENT UTILIZED

General office equipment - fax, copier, phone, projector, calculator

Personal computer and printer

VIII. POSITION DIMENSIONS

Number of employees directly supervised: 0

Number of employees indirectly supervised: 0

Note: The Erie Community Foundation reserves the right to modify this job description at any time.

Salary Range: $32,000 - $42,000

Application deadline: 11/30/21

Application details: Please email your resume and cover letter to resume@eriecommunityfoundation.org.