Executive Administrative Coordinator

Overview

Position Summary
Reporting to the Chief Executive Officer (CEO), the Executive Administrator Coordinator is responsible for providing high-level administrative support to the executive team, ensuring smooth operations and facilitating effective communication within the organization. The Executive Coordinator serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Chief Executive Officer and Senior Leadership Team. The Executive Administrative Coordinator also serves as a liaison to the board of directors and senior leadership teams;

provides administrative support to the administrative departments by managing schedules, coordinating meetings, handling correspondence; and oversees special projects.

• Completes a broad variety of administrative tasks for the CEO and the Vice-President, Finance, including managing an active calendar of appointments; completing expense reports; composing and preparing confidential correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and related tasks.
• Plans, coordinates, and ensures the CEO's schedule is followed and respected; provides a "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
• Communicates directly, and on behalf of the CEO, with Board members, donors, Phoenix House Senior Leaders, staff, and others, on matters related to CEO's programmatic initiatives.
• Research prioritizes and follows up on incoming issues, and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the executive team and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior leadership staff.
• Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense of the issues taking place in the environment and keeping the CEO updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for Senior Leadership, including those with organizational impact.
• Assist in planning and executing fundraising events, supporting logistics, coordination, and on-site operations to ensure successful outcomes.
• Completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead Phoenix House.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Proficient in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook), with extensive experience in creating professional documents and presentations to support business operations and communication.
• Participates as an adjunct member of the Executive Team, including scheduling and attending meetings; and following up on senior leadership assignments to ensure completion as planned.
• Arranges travel and meetings by developing itineraries and agendas, arranging transportation, lodging and meeting accommodations.
• Represents the CEO with the Board of Directors to answer questions, resolve issues, facilitate the Board’s work, and plan for meetings; develops and maintains effective and supportive working relationships with the Board members; make consistent decisions by advising them of historical precedents, or operational or fiscal constraints.
• Plans, coordinates, and attends Board meetings, including regular meetings, committee meetings, and strategic agency planning meetings; prepares and distributes agendas, minutes, and informational materials including financial statements budgets and strategic/operating plans.
• Acts as the historian for all meetings keeping the agenda on task, taking minutes, and following up on assigned action steps.
• Participates with the CEO and other senior leaders to provide training to Board members.
• Provides proactive assistance to other departments and senior leaders (i.e. acknowledgement of letters and events, grant proposals, expense management, etc.).
• Provides administrative and informational support to the Board as needed.
• Maintains up-to-date contact information and personnel records, rosters, and or charts for committee members, the board of directors, ambassadors, and emeritus.
• Maintains an up-to-date board and committee related manuals and materials (board manual, etc.) and periodically oversees re-publication and distribution.
• Coordinates Agency Senior Leadership/Board annual events calendar.
• Attends all required staff training sessions in accordance with Phoenix House and state licensing requirements and completes all training on time.
• Attends and…