Economic Alliance Administrative Coordinator
: Job Details :

Job Summary: The Administrative Coordinator supports the administrative needs of the Executive Director of FGEA and the team, including scheduling, contract management, document management, compliance tracking, inputting data, expense reporting and financial tracking for the team, and coordination with outside vendors, partners, and other stakeholders. Principal Duties and Responsibilities:

Schedule and coordinate appointments and meetings - maintain and update the calendar for the Executive Director of FGEA and the team, as needed

Create and submit credit card and expense reports for Executive Director of FGEA

Prepare fully vetted and reconciled monthly expense reports FGEA

Schedule, organize, and coordinate travel arrangements for the FGEA team

Schedule and compile meeting materials for the FGEA Advisory Committee, as directed by the Executive Director of the FGEA

Respond to and direct internal and external communications, including telephone calls, email and written communication, maintaining a high level of confidentiality

Maintain internal files and records as required

Support Regional Partner meetings and projects through contract management, document creation/record keeping, vendor procurement, maintaining project timelines, and ensuring compliance with regional grants

Support State and Federal Contract compliance through documentation, record-keeping, and maintaining timelines

Prepare contracts and managing their approvals through Docusign, sharing final executed copies with Finance team, Grants team, vendors, and external partners as appropriate

Update the Economic Alliance internal metrics monthly

Communicate and support documentation for third party consultants, firms, real estate professionals, and other external parties

Other Duties:

Act as back-up to other administrative assistants as requested during illness, vacations, etc.

Support procurement processes for event vendors, marketing needs, consultant RFPs, etc. as needed

Perform other related duties as assigned.

Requirements Minimum Qualifications and Skills:

High School Diploma or GED required; Associates Degree in Business or Administrative Assistant Certification preferred

One (1) year work experience as executive and/or administrative assistant to upper management

Must possess excellent organizational skills

Ability to communicate effectively with diverse groups of people including but not limited to business leaders, board members, clients, governmental representatives, and staff

Ability to prepare letters, reports and other documents

Experience with organizational governing boards and committees, including board packet preparation, recording minutes and related file maintenance

Experience with database system maintenance and reporting

Demonstrated advanced level ability in the use of all Microsoft Office Suite programs, including Word, Excel, and PowerPoint

Experience in scheduling meetings and private appointments on behalf of the upper management

Special Job Considerations:

Must be willing to occasionally work outside of normal business hours

Must possess high level of confidentiality due to the nature of work performed by the teams.