Executive & Administrative Coordinator

Title: Executive & Administrative Coordinator

Job Details:

Reports To: Senior Director of Operations

Directs/Supervises: N/A

Exemption Status: Exempt

Relocation Package Available: No

Job Summary: Provide advanced and diversified administrative support to CBB’s CEO, staff, and board leadership. Requires high level of diplomacy, confidentiality, and integrity due to regular engagement with senior level contacts, projects, and information. Offer clerical support to the office staff as needed, assisting across various organizational projects in a professional, friendly, and collaborative manner.

Competencies: An independent, economically minded self-starter with the ability to multi-task effectively while meeting deadlines. Highly detailed, process-oriented individual skilled at organizing information logically into easy-to-use systems. A people-person adept at helping others.

Job Requirements:

Education, Licensure, Certifications

• Associate degree or relative work experience.
• 2+ years senior-level executive assistance or office management preferred.
• Experience with a non-profit or governmental organization (a plus).

Technical Proficiencies

• Skilled in MS Office (PowerPoint, Word, Excel, Outlook, Microsoft Teams); Adobe Creative Suite; Electronic Survey Platforms (i.e. Survey Monkey, Dot Digital, etc.); Electronic Email Platforms, Zoom and other virtual meeting platforms.
• Manage website and online platform updates.

Business Skills

• Proficient in administrative office support and project management.
• Customer focus and service/quality professional.
• Self-directed and self-motivated individual with a deep sense of urgency.
• Strong analytical, critical thinking, and problem-solving skills.
• Well-developed business acumen with solid strategic skills.
• Driven towards process improvement.
• Read, analyze, and interpret general business information, technical procedures, government regulations and reports.
• Respond to inquiries or complaints from staff, Board Members, regulatory agencies, or other stakeholders in a timely manner with superior customer service.
• Write reports, business correspondence, presentations, and internal/external communications on behalf of the CEO.
• Able to define problems, collect data, establish facts, draw valid conclusions, and handle multiple projects simultaneously.
• Prioritize, organize, and delegate assignments.

Physical Functions

• General office environment.
• Capacity to lift or move up to 40 pounds.
• Daily computer/typing usage; hand and finger adroitness needed.
• Normal vision range; continuous communications in person or by phone.
• Requires frequent rapid mental/hand/eye coordination and manual dexterity.

Job Responsibilities:

• Function as an office generalist performing various administrative and logistical duties to support the entire office staff. Help maintain a clean office environment that is organized and well stocked with supplies.
• Support “front desk” as needed by receiving and distributing incoming calls, managing mailing and shipments. Greeting visitors in a professional and courteous manner.
• Verify checks are signed after confirming they have passed the validation, documentation, and approval process.
• Support schedule and coordinate CBB focused meetings and calendar across the organization in coordination with Director of Operations.
• Draft and distribute email correspondence to various stakeholder groups in coordination with Director of Operations.
• Monitor and maintain Beef Board’s official corporate records, member appointments, stakeholder contacts, permanent minutes, office calendar, strategic plan, and key documents.
• Coordinate business travel arrangements involving registration and hotel for CEO, CBB Officers, and Board Members.
• Provide exemplary customer service with detailed travel itineraries to CEO, Officers, and CBB members.
• Responsible for coordination and managing promotional and printed materials for staff and the Board.
• Provide support for 4-5 national meetings and 2 industry conferences for 100+ CBB attendees annually (in person, virtual, or hybrid) which may require travel and additional time outside the normal work schedule.
• Prepare business documents from draft to final copy, including proposals, presentations, reports, agendas, minutes, and briefs for CBB leadership and staff.
• Gather, copy, and distribute meeting presentation materials to CBB members for all meetings.
• Apply strong critical thinking and reasoning skills to discuss, assess, and resolve issues.
• Work effectively and accurately under pressure while multi-tasking.
• Perform other duties as assigned.

Behavioral Skills:

Productive: Proactive, efficient, and effective at multi-tasking in a fast-paced environment.

Reliable: Dependable, trustworthy person. Persistently attains tasks through solid work ethic.

Detailed: Quality oriented. Meticulous and maintains high accuracy standards.

Trouble Shooter: Able to identify and correct problems quickly and effectively.

Innovative: Provides new, original, and fresh ideas. Excellent understanding of stakeholder needs, audience, and project demands. Generates copy with effective and positive outcomes.