Senior Administrative Coordinator

The Senior Administrative Coordinator is an integral part of the team and performs a wide range of complex, confidential and sensitive executive level duties for the President and other organizational leaders; supports the Board of Trustees; oversees the administrative office functions and manages special project and assignments. 

Interested in this position? Fill out this application and email with cover letter to hr@childhaven.org.

ESSENTIAL DUTUES AND RESPONSIBILITIES

Assistance to President

    • Schedules and coordinates appointments and meetings and appropriately prepares supplemental information.
  • Maximizes the President’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information.
  • Represents the President by attending meetings in the executive’s absence and/or attends meetings with President and ensures appropriate follow-through.
  • Works closely and effectively with the President to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
  • Coordinates senior staff team meetings including materials. Tracks action items to ensure timely completion.
  • Ensures smooth communication between the President’s office and internal departments, demonstrating leadership to maintain credibility, trust and support.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Participates as a member of the Senior Leadership Team.

Board of Trustee Coordination and Support

      • Schedules, coordinates, and attends Board and committee meetings.
      • Records, produces, and maintains minutes of Board and committee meetings.
      • Facilitates preparation of meeting materials with committee chairs, CEO and Board Chair.
      • Distributes minutes and supporting materials to Board of Trustees members not present at meetings.
      • Maintains My.Childhaven Board Portal plus all Board documents and agency historical files.
      • Maintains up-to-date records of Board of Trustee members to include tracking of Board participation, event attendance, leadership roles, special projects, sponsorship procurement, etc.
      • Ensures compliance with Board bylaws and governance policies and alerts CEO when bylaws may need to be adjusted to meet current goals.

Additional Duties

      • Provide 4th floor reception desk support as needed.
      • Responsible for the archive room, document retention organization, purging and moving archived files.
      • Assists and supports members of the Leadership Team as needed.
      • Coordinates, manages and maintains critical agency internal documents to include agency Bylaw revisions, Washington Secretary of State renewals, Better Business Bureau nonprofit submission, lobbyist invoicing and Washington state Public Disclosure Commission’s employer’s lobbying expenses submission, and trademark renewals and filings.
      • Coordinates Brighter Birthdays program, working with branches to track birthdays, update Amazon wish list and pull stock for each child’s birthday.
      • Other duties as assigned.

OTHER SKILLS AND ABILITIES

      • Exceptionally strong written and verbal communication and administrative skills.
      • Ability to appropriately balance multiple priorities and timelines.
      • Ability to work with a diverse constituency of volunteers and community members in a nonprofit setting.
      • Exceptional Microsoft Office experience and skills.
      • Impeccable work ethic, attitude, and integrity.
      • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
      • Must be able to work under pressure and handle a wide variety of activities and confidential matters with discretion.
      • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, Board Members, external partners, and donors.
      • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
      • Emotional and professional maturity.
      • Highly resourceful team-player, with the ability to be extremely effective independently.
      • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response
      • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
      • Ability to identify issues before they become a crises and propose sound solutions.

QUALIFICATIONS

      • Bachelor’s degree preferred. Equivalent and applicable experience may be considered as a substitute for education.
      • A minimum of five years’ experience supporting executive leadership and Boards’ of Trustees in a dynamic nonprofit environment.
      • Must successfully pass a criminal background check and drug screen