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Administrative Coordinator

United States – Remote OK

Full-Time

General Operations

$65k – $75k

With 1.3M visitors per month, VolunteerMatch’s mission is to make it easy for good people and good causes to connect. Since 1998, more than 17M volunteers have connected with leading nonprofits through our platform. VolunteerMatch puts the power of technology to good use by enabling the social sector to unlock over $14 billion worth of volunteer time.

Our award-winning nonprofit service is the largest and most popular volunteer recruiting platform. We are in a vibrant period of growth and change and looking for an Administrative Coordinator to join our fully remote team!

The Administrative Coordinator will perform a erse set of support tasks, primarily to the COO and CEO, to ensure VolunteerMatch operates smoothly and efficiently. The Administrative Coordinator is responsible for planning and handling all the details associated with our in-person get-togethers, including our employee retreats (Homecomings), Executive Leadership Team Retreats and Board Meetings.

Working with colleagues of all levels across the organization, as well as with external partners, the Administrative Coordinator must have a collaborative communication style and be capable of navigating a mostly flat organizational structure.

The Administrative Coordinator’s responsibilities include, but are not limited to:

• Support the various needs of the COO and CEO which requires specialized attention to handle and protect information, decisions and communications that may be sensitive and/or confidential
• Schedule meetings, maintain calendars, and make travel arrangements for CEO and COO
• Plan, coordinate and manage all aspects and details associated with VolunteerMatch events for employees, the Executive Team and Board (5-7 annually) including distributing invites and information, responding to inquiries, working with vendors, negotiating contracts for services and spaces/facilities, developing event schedule and coordinating transportation for attendees
• Support organizational administrative functions, including but not limited to, calendaring, database input and reporting, vendor communication, support for internal systems and processes, and/or internal team communications and announcements
• Manage inbound and outbound mail, and other physical assets for the organization
• Support remote workforce infrastructure needs, such as inidual employee home office needs
• Support fundraising administration, including scheduling, database entry, reporting, gift recognition, etc.
• Prepare agendas and schedules for meetings
• Record and distribute minutes or other records for Board meetings
• Retrieve information as requested from records, email, minutes, and other related documents; prepares written summaries of data when requested
• Maintain the organization calendar
• Identify opportunities for cost savings, better efficiency, or other improvements; recommend and implement process changes as appropriate

Desired Skills, Mindsets and Experience:

• 3+ years of related experience required
• Proven experience managing projects independently with minimal supervision
• Proficient with Google Workspace and Microsoft Office Suite or related software
• Excellent organizational skills and attention to detail
• Excellent verbal and written communication skills
• Superior time management skills with a proven ability to meet deadlines
• Knowledge of basic administrative systems and procedures
• Proactive attitude, sense of humor, and ability to thrive in a fast-paced and entrepreneurial environment
• Strong cultural competency and proven track record working across differences of gender, race, ethnicity, and socio-economics
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations; to write reports, business correspondence, and procedure manuals; and, to effectively present information and respond to questions from groups of managers, colleagues and customers
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; and, to interpret a variety of instructions furnished in written, oral, diagram or schedule form
• Highly resourceful
• Comfortable working with humility, integrity, positivity, inclusion, respect, and relationship-building
• Deeply committed to using your powers for social good, developing social innovations that address deep societal needs