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Administrative Coordinator

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Job Title: Administrative Coordinator 

Reports To: Katie Fahey, Executive Director of The People

 

About the Organization: 

The People is a 501(c)(3) nonprofit organization, focused on bringing Americans together to find common ground around nonpartisan policy reforms. The People embraces diversity and is proud to be an Equal Opportunity Employer.

 

About the Role: 

The Administrative Coordinator serves as logistics wrangler for The People, internally and externally. This position works across all departments to ensure coordination in scheduling, information management, and operations – specifically focused on calendar and travel management for the Executive Director. 

 

The People is a completely remote team, so the Admin Coordinator needs to be a driven self-starter, able to work successfully with minimal virtual oversight. The ideal candidate should have excellent oral and written communication skills,  and familiarity with MS Office, Asana and G-Suite is a plus. The remote nature of the organization also means the Admin Coordinator must be flexible to adjust and develop new policies and procedures based on best practices and the needs of the team, as well as the ability to travel occasionally for meetings and events. The People is a nonpartisan organization, and as such is looking for candidates who are able to work directly and respectfully with people from all points of the political spectrum without bias. Benefits include paid vacation, health insurance, and a 401K program.

 

Responsibilities:

  • Manage the Executive Director’s calendar 
  • Screen calls for Executive Director, take accurate messages, and direct calls for management in a professional manner
  • Completes travel arrangements for the Executive Director to include accommodations, transportation, and a prepared itinerary and resolves related difficulties
  • Maintains an organized office/team calendar and schedules meetings, appointments and handles logistics as needed
  • Monitor the volunteer intake process and volunteer database 
  • Track and submit expenses/reimbursements
  • Support the finance department with donor communications (e.g., thank you letters)
  • Work with Head of Programming in research/procurement/maintenance of the organization’s operational tools (i.e., benefits, data management, office resources)
  • Designs implements and maintains templates, forms and/or surveys for use within the office or with volunteers by applying knowledge of software applications
  • Provides support for events as needed both remotely and onsite
  • Maintain the organization’s digital G-Suite filing system
  • Assist with presentation preparation 
  • Assist with website updates
  • Assist with creating a fun and engaging workplace and organizational culture
  • Assist the communications team with social media and online postings
  • Inventories and orders office supplies and equipment as directed
  • Provides administrative support for special projects to include research, compiling data and preparation of summary reports based on results
  • Additional tasks/projects as needed

 

Skills:

Oral Communication Skills Professionalism Math Aptitude
Written Communication Skills Diplomacy Time Management
Reading Skills Telephone Etiquette Planning
Computer Literacy Organizational Ability

 

Education/Experience:

High School Diploma or Equivalent. At least three years prior general office experience required.

 

Physical Demands:

The employee must occasionally lift and/or move up to 10 pounds. While performing the duties of this job, the employee is regularly required to sit; use hands and talk or hear. The employee is occasionally required to stand; walk and reach with hands and arms. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Working Schedule:

This is a full-time (40+ hrs/week) position with a flexible schedule (working hours are based in the eastern time zone to include 8:30 am daily calls) and benefits package. The position is non-exempt, and hours may change according to business need.

 

Computer Skills:

To perform this job successfully, an individual should have knowledge of Google Gmail, Docs, Slides, and Sheets; Microsoft Office including Outlook, Excel, Word, and Powerpoint. Other systems: Knowledge of NeonCRM or other similar customer relationship management software, as well as Asana or other similar project management software, is desirable. WordPress or other web software experience would also be desirable.

 

Math Ability:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

 

Travel:

This job will require the ability to travel up to 5 times a year to participate in team planning meetings as well as an annual assembly with our volunteers. 

 

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

To Apply:

Please submit a resume and cover letter highlighting any nonprofit and administrative experience to Info@thepeople.org

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2681 Cecil Street, Chicago, IL 60606

1-888-123-4567

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