Office Coordinator/Executive Assistant

Essential Functions:

Supervisory Responsibilities:

There are no current supervisory duties, but in the future the Executive Office Liaison may recruit, interview, hire, and train interns or volunteers in the department as needed.

Responsibilities:

Executive Administration:

• Provides high-level logistical and administrative support to the President/CEO, and Chief of Staff.

• Take minutes and capture action items at all Executive Team Meetings.

• Schedules and attends Board meetings.

• Process invoices, cash advance requests, and expense reports.

• Coordinate executive travel and arrange logistics for a wide range of events, including Board meetings, Executive Team meetings and other staff meetings.

• Format documents for Executive presentations, including Board meetings, external correspondence, etc.

• Maintain electronic Executive Office and Board of Directors files and document.

• Provide support in preparation for Board meetings and Board functions such as retreats.
• Process invoices and expense reports.
• Coordinate executive travel and arrange logistics for a wide range of events, including Board meetings, Executive Team meetings and other staff meetings.
• Format documents for executive presentations, including Board meetings, external correspondence, etc.
• Coordinate events such as golf tournament, annual meeting and board retreat.
• Ensure Counterpart staff, Board members, partners and visitors are received warmly by the Executive Office, and that all request/messages to or from the CEO and Chief of Staff are rapidly addressed.
• Ensures meeting rooms are properly set up in coordination with IT [e.g., telecom and projected slides, presentations] for important meetings.

Office Administration:

• Maintains front office operations by overseeing the acquisition, distribution, and storage of company supplies and shared support services such as mailing, printing, and copying.

• Creates and administers budgets for supplies, equipment, and contract services and maintains vendor relationship

• Files organization’s charitable registrations in all states in a timely manner.

• Maintains organization’s leases and coordinates information to accounting and risk management for property taxes and insurance.

Program Management/Coordination:

• Create business process and accompanying documentation plan to ensure all critical Counterpart Executive Office records, including Board minutes and resolutions, audits, financial reports, state certifications, and country registrations are current and active.
• Draft scopes of work and/or technical specifications and solicitation documents for Executive Office projects, such as:
o Manage process for Executive Office procurements
o Track progress against timeline/deliverable schedule for Executive Office consultants and report to principal
o Ensure proper documentation in files supporting Executive Office procurements
o Ensure proper and timely payment of consultants/vendors from the Executive Office
• Manage process for Executive Office procurements.
• Ensure proper documentation in files supporting Executive Office procurements
• Ensure proper and timely payment of consultants/vendors from the Executive Office
• Create and manage the Executive Office Master Calendar: annual planning, client surveys, among other duties.
• Coordinate and oversee events such as ribbon cuttings, store openings, golf tournament and annual meetings. Lead teams in all facets of planning.

• Assist with proofing marketing materials and serve as liaison for marketing agency.
• Write articles and gather internal information for employee newsletter.
• Research potential grant opportunities for GIBB and provide support when needed to grant writing team.

Other Duties

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

• While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel objects, tools, or controls.

• Specific vision abilities required by this job include close vision and the ability to adjust focus.