EXECUTIVE COORDINATOR

Executive Coordinator

Classification: Exempt
Reports to: Chief of Staff

Date: December 2025

Each day at Volunteers of America, we strive to exemplify our foundational pillar of Servant Leadership and Cultural Values of Communication, Compassion, Integrity, Respect, and Excellence.

At VOA, we are committed to providing opportunities that help staff grow and enhance their skill sets.  As part of this commitment, we invest in on-the-job training to prepare employees for their new positions and offer professional development opportunities, coaching, and career pathways to promote our culture of helping staff advance their careers throughout the organization.

­­­­­­­­­­­­­­­­­­JOB DESCRIPTION

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Summary/Objective 

The Executive Coordinator provides support to the Chief of Staff and Chief Executive Officer. This position is primarily responsible for performing administrative support tasks and regularly assists with special initiatives and events for the executive team and board of directors.

Essential Functions

• Communicate professionally, both verbally and in writing, with internal staff, stakeholders, and board members
• Manage multiple calendars and email accounts.
• Coordinate meetings and travel arrangements for COS and CEO
• Draft & proofread professional letters, reports, meeting minutes, and other documents
• Prepare meeting materials and agendas
• Coordinate logistics for meetings and events pertaining to staff and board members
• Maintain online platform for board information
• Process invoices and credit card expenditures
• Assist with special projects, events, and activities across the organization
• Coordinate the execution of strategic plan action items
• Contribute to VOA's mission and culture efforts, intranet, and internal communications

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
• Proven ability to hold confidential information
• Strong written and verbal communication. 
• Demonstrated understanding of executive communication. 
• Continuous demonstration of behaviors aligned with a posture of servant leadership and our cultural values

Supervisory Responsibility

This position has no direct supervisory responsibilities.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as laptops, 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 lifting files, opening filing cabinets, and bending or stooping as necessary.

Position Type/Expected Hours of Work

This is a full-time 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 duties demand.

Travel

Some travel is expected for this position.

Required Education, Experience, or Eligibility Qualifications

• Associate degree and two plus years of experience in an advanced administrative role; or
• High school diploma (or equivalent) and at least four years of experience in an advanced administrative role
• Strong technical proficiency with a focus on leveraging Microsoft Office 365 tools and related technologies

Preferred Education and Experience

• Bachelor’s degree in a related field
• Three plus years’ similar work experience

EEO Statement

Volunteers of America Northern Rockies is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristics.  Volunteers of America Northern Rockies will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business.  If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at 307-672-0475.