Executive Staff Coordinator

  • ORGANIZATION
    Community Foundation of Greater Flint
  • LOCATION
    Flint, MI
  • SALARY
    $60,000 - $68,000
summary
This newly created position will be critical to the efficient operation of multiple sectors of the daily operations. This position will frequently coordinate staff events as a staff planner, support and execute multiple duties to ensure the smooth operation of the daily business, strategies, plan, and engage with the needs of the Office of President & CEO.  This position will also be a mix of Executive and administrative assistance for other staff assigned operations, development and maintaining organizational policies, and procedures; exercise judgment in handling all inquiries and requests of the team, and professionally handling direct inquiries for our donors, partners, and other outside entities.


Position Responsibilities
• Support and enable certain tasks and provide support for the Staff.
• Executive Office:  Handle all mail, inquiries or messages directed to the President/CEO.  Prepare reports, correspondence, and presentation material.  Coordinate and review work prepared by other office support staff ensuring quality control of work outputs.  
• Arrange staff meetings and other functions including facility arrangements for the President/CEO and Board of Trustees.  
• Ensure President/CEO is appropriately prepared for key meetings and events, including providing background material and supplying other pertinent information. 
• Assist President/CEO with all travel and logistical arrangements and expense processing as requested.
• Handle and support projects, including program requests and confidential matters.
• Serve as a liaison between the President/CEO, Trustees, and the leadership team.
• Schedule, coordinate and support internal meetings, presentations and other activities hosted at the Foundation.
• Schedule, coordinate and support internal meetings, presentations and other activities hosted at the Foundation.  
• Organize and prioritize activities and work ensuring management of and follow through on next steps.  
• Collect, compile, and communicate information and action items.  
• Assist leadership team with development, planning and implementation of organizational goals, strategic plans, program initiatives, meetings, and coordination across the organization; provide tracking and follow-up as needed.
• Prepare meeting notices for all Members, Trustee, and Board committee meetings.  
• Arrange meeting dates, make facility arrangements, record, and prepare Members, Board and Executive Committee minutes.
• Review Investment and Audit Committee minutes for consistency and ensure all minutes are filed appropriately.  
• Coordinate physical production of the Trustee notebook and related materials with authority to request written materials and information on a timely basis from others.  
• Assure material in notebook has been proofread and approved by proper authorities, and completed materials are distributed on schedule to Trustees.  
• Arrange site visits for the Board of Trustees and guests of the Board.
• Responsible for drafting minutes of Board of Trustees’ meetings. 
Qualifications
• A bachelor’s degree preferred, with equivalent combination of education and experience in this position.
• 5-10 years, project management, and administrative support experience.


Knowledge/Skills/Abilities Required
• Strong verbal and written communications skills required. 
• Competency via Computer Literacy, Office 360, Microsoft Programs, Word, PowerPoint, etc.
• Mature interpersonal and teamwork skills.
• Able to effectively develop implementation plans. Individuals at this level are responsible for developing plans and tactics to implement the Foundation’s strategic plan as it relates to their area as well as communicating the Foundation’s vision daily to other Foundation employees.

Hiring Solutions LLC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Hiring Solutions LLC complies with applicable state and local laws governing nondiscrimination in employment.