Context: Performs a wide variety of administrative and coordinating functions for several senior Program Department managers. Handles information related to confidential and sensitive matters, including personnel actions. Coordinates a wide variety of project management support functions.
Scope: The Executive Coordinator performs general administrative and coordinating functions for the Program Department. Responsibilities include acting as a liaison among senior managers, planning and coordinating meeting agendas and schedules, tracking and monitoring departmental activities and work projects, attending meetings and handling records regarding confidential and sensitive matters related to staffing. Serves as a member of the Executive Office Support Team. Has heavy contact with Sierra Club leaders, Board of Directors and senior staff.
Areas of Responsibility:
- Administrative support for several executive and/or senior managers in the Program Department. Maintains and coordinates their calendars for maximum efficiency and time management. Main responsibilities include overseeing meeting schedules, meeting logistics, agendas and documents, travel arrangements, screening telephone calls, drafting correspondence, managing daily schedules, following through with department wide general support, ordering supplies, tracking vacation time and time sheets and various other administrative tasks as needed.
- Interfaces using tact and discretion with key Sierra Club leaders, Sierra Club staff in DC, Oakland, and regional offices, chapter staff and volunteers.
- Assists with problem solving. Identifies problems and ensures they are resolved.
- Screens a large volume of telephone calls and correspondence, referring more difficult ones to the appropriate staff. Researches and responds to inquiries, follows up and insures adequate communication. Often handles inquiries related to sensitive or confidential matters.
- Coordinates communication and information flow among the executives, Sierra Club members and Board of Directors, and with external individuals, officials and organizations.
- Drafts correspondence and assists with proofreading of materials as necessary.
- Assists in the planning and coordinating of special events and departmental meetings as requested.
- Researches and compiles special projects and reports. May require coordination with senior staff and volunteer leaders throughout the Club.
- Establishes and manages recordkeeping systems. Maintains and updates appropriate information and organizational lists as required.
- Assists volunteer leaders in communicating and working with executives.
- Conducts various research projects, assists with material compilation and speech preparation as needed.
- Works with Executive Support personnel in a team environment to help cover support during vacations, sick leave and during emergencies.
- Supports other departmental priority projects, including high level, non-administrative special projects, including project coordination as appropriate.
- Performs miscellaneous duties as directed.
Skills/Experience:
- 3-4 years’ experience in an executive secretary / administrative assistant position that includes planning and coordinating meetings and travel agendas. Strong calendaring skills preferred.
- Ability to use tact and diplomacy in dealing with confidential or emotionally charged matters.
- Strong organizational skills and knowledge of office recordkeeping systems. Ability to work effectively in a fast-paced office.
- Ability to interact cooperatively and effectively with executives, general public, Sierra Club staff, leaders and volunteers.
- Good written and verbal communication skills, including excellent spelling, grammar, punctuation and composition skills.
- Exceptional organization skills to track maintain and produce large amounts of data.
- Experience creating presentations with various software tools.
- Strong knowledge of MS PowerPoint, Word and Excel is required. Knowledge of Google platforms preferred.
- Sound judgment and initiative so that senior managers needs can be assessed and served to maximize effectiveness and manage time wisely.
- Ability to travel several times a year, as needed.
- Reliability, loyalty, discretion and good sense of humor.
Job Function:
Organization Info
Listing Stats
Post Date:
Sep 9 2018
Active Until:
Oct 9 2018
Hiring Organization:
Sierra Club
industry:
Nonprofit