Summary/Objective

The Executive Coordinator of Administration provides administrative support to the Vice President of Administration. This position also supports the Administrative department and regularly assists with special projects and events.

Essential Functions

• Coordinate the administrative and operational activities for the Vice President of Administration, including scheduling, meeting coordination, and travel arrangements.

• Provide support to the Employee Services Director and HR Director, as directed by the VP of Administration.

• Administer the VOANR general liability, property, and auto insurance policies and manage claims activity.

• Maintain the VOANR master lease schedule to ensure lease renewals and expirations are accurately tracked.

• Assist with compilation of Administration, Human Resources, and Accounting Policy & Procedure manuals and Employee Handbook when revisions occur.

• Manage the organization’s contract management system.

• Read and interpret organizational contracts and advise executive leadership.

• Participate in the maintenance and development of VOA’s intranet via SharePoint.

• Oversee the VOANR record retention practice and facilitate the annual records destruction process.

• Maintain administrative building and campus key fobs for staff and vendors.

• Compose, edit, and proof correspondence, announcements, and documents.

• Develop meeting materials and agendas.

• Ensure the VP of Administration is prepped and prepared for meetings.

• Process invoices and credit card expenditures.

• Contribute to the VOANR cultural development efforts.

• Other duties as assigned.

Competencies

• Effective communicator, both oral and written

• Able to effectively deal with diverse individuals and groups

• Able to organize/prioritize large volumes of information

• Able to function under pressure to meet tight deadlines

• Continuous demonstration of behaviors aligned with a posture of servant leadership and our cultural values

Supervisory Responsibility

This position has no direct supervisory responsibilities but does serve as a coach and mentor for other positions in the organization.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as laptop computers, photocopiers, and smartphones.

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.

While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and the ability to adjust focus. This would require the ability to lift files, open filing cabinets and bend or stoop as necessary, and work on the computer for prolonged periods.

Position Type/Expected Hours of Work

This is a full-time, exempt position. Days and hours of work are generally Monday through Friday, 8:00 a.m. to 5:00 p.m. Occasional evening and weekend work may be required as job duties demand.

Travel

Little to no travel is expected for this position.

Required Education, Experience, or Eligibility Qualifications

• Associate Degree plus two years of related work experience

• Two years of related work experience

• Two years working with Microsoft SharePoint and Microsoft Office 365

• A high degree of technical insight and expertise with a focus on utilizing Microsoft/Office 365 products

Preferred Education and Experience

• Bachelor’s degree in a related field

• Three plus years’ similar work experience

EEO Statement

VOA is an Equal Opportunity Employer (EEO) and complies with the Americans with Disabilities Act (ADA) and the Americans with Disabilities Amendments Act (ADAAA).