ABOUT THE ROLE
Birmingham Promise is seeking an organized and experienced Administrative Coordinator to support the Executive Director (ED) and Director of Operations & Finance. The ideal candidate for this position is someone who thrives on organizing people and processes to ensure that things flow efficiently. This person is responsible for carrying out duties that help our leadership team and organization run smoothly. The position requires the ability to work in a fast-paced, ever-changing environment, excellent verbal and written communication, and strong organizational skills. The Administrative Coordinator is a full-time salaried position (40 hours/week).
An ideal candidate is:
- an excellent written communicator;
- passionate about ensuring the organization runs efficiently;
- proactive and anticipates leadership needs
- highly organized and able to juggle multiple priorities;
- a friendly and engaged teammate who puts people at ease;
- upholds and embodies a culture of caring and views our core values: Student and Community-Centered, Honesty and Integrity, Results Driven, Respect and Teamwork; and a team player with a positive attitude.
RESPONSIBILITIES & EXPECTATIONS
Office Operations & Administration
- Oversee general office operations
- Maintain all aspects of the office’s space planning (moves, adds, and changes to workstations)
- Provide answers, resources, and solutions as needed
- Collect mail and distribute appropriately
- Manage guests and conference room schedule
- Coordinate internal and external resources
- Cultivate relationships with vendors
- Serve as project coordinator for events and special projects - creating and managing timelines and coordinating project plans as needed across the organization
- Manage operational systems, keeping track of all logins, codes, contacts, etc. to facilitate ease of future and current staff access
- Provide logistical support for internal team meetings, holiday parties and other team functions
- Mail and ship packages as requested
- Update contact databases and employee lists
- Coordinate food deliveries
- Manage team recognition for birthdays, anniversaries, etc.
Finance
- Develop and maintain a positive relationship with accountants and bank reps
- Assist with tracking expenditures and gathering information needed for monthly reconciliation
- Ensure invoices are submitted to Bill.com for review/approval by Director of Operations & Finance
- Assist with annual audit, tax filings and regulatory reporting requirements as needed
- Collaborate with other departments to streamline and improve processes
- Provide a level of internal control by reviewing checks with Finance Director, making deposits and filing backup accordingly
- Assist with other finance functions as needed
Senior Leadership Team Support
- Manage the ED’s scheduling, where needed, with both internal and external stakeholders, modeling the ED’s commitment to courtesy and professionalism in all correspondence on their behalf and on behalf of Promise
- Assist Senior Leadership Team by overseeing onboarding and exit processes for employees
- Assist with work-related travel arrangements and accommodations as needed
- Provide support by scheduling meetings, developing agendas, managing RSVPs, etc., to the ED and staff that serve as liaisons for Board Committees
- Send emails or other communications to external stakeholders on behalf of the executive director to move projects or priorities forward
- Assist the ED with courtesy follow up from meetings or engagements, such as sending thank you notes, Promise-branded gifts, etc.
KEY CHARACTERISTICS
- Excellent written communication skills and the ability to communicate effectively with a diverse range of people via email and high-quality presentations and materials
- Superb at taking initiative to provide anticipatory support to senior leaders to ensure that they are organized and prepared to have maximum impact
- Superb organizational skills and ability to prioritize
- A track record of reaching goals and pushing through challenges to meet a deadline
- Proficient in Microsoft and Google suites; Canva and other presentation tools preferred
- Experience with hybrid office tools such as Zoom, Monday.com preferred
- Strong commitment to professional development and continued learning
- Ability to work independently and in collaboration with colleagues at all levels across departments and external stakeholders
- Any other related tasks assigned, designated, requested, or required.
MINIMUM REQUIREMENTS
- High School Diploma required; Bachelor’s Degree preferred
- Experience with nonprofit operations and administrative support preferred, but not required
- 3-5 Years Administrative or Operations-related experience
- Experience with Quickbooks or related financial Software is a plus
- Strong Communication Skills
- Experience may substitute for education
Pay Range: $45,000-$65,000
What We Do
Birmingham Promise not only offers college scholarships for Birmingham City Schools students, but also apprenticeship opportunities at local companies. Together, we’re breaking barriers for a better future. For all of us. And that’s a promise.
