Administrative Coordinator ID:9112266492
Now hiring in North Haven, CT As an Administrative Coordinator for a non-profit social service agency, you will be vital in maintaining the office's efficiency and productivityYour responsibilities will include carrying out various tasks across the organizationYour keen attention to detail and exceptional organizational skills will ensure that everything runs smoothlyWe offer a relaxed work environment with a generous benefits packageThis is an in-office position, Monday through Friday, 9 a.mto 5 p.mThe ideal candidate will have a strong sense of adaptability, discretion, and excellent communication skillsYou will have a diverse range of tasks to handle, with a primary focus on Marketing and HR, including the following primary
Responsibilities:
Special Events and Marketing:
Serve as the primary contact for and schedule and coordinate all internal and off-site eventsPlan meetings and coordinate logistics, MOU's, ordering marketing materials, and reserving meeting roomsPlan and execute company events, conferences, workshops, and team-building activities both on and off-siteScout suitable venues, negotiate contracts, and manage logistics for eventsStock employee kitchens with necessary items and make coffee for special events as needed (shopping as required) Coordinate the production of marketing event materialsCoordinate the monthly newsletter and other specialized content, including posting content from trusted sitesProvide additional marketing and event support as requested by the CEOHR Onboarding/Offboarding and File Support :
Assist the HR Director with recruiting activities, including conducting phone screenings of potential candidatesOversee the distribution and collection of equipment during employee onboarding and termination - Maintain the electronic HR filing system, ensuring that all documents are organized and easily accessibleAssemble files for new hires, upload necessary documents, and maintain tracking spreadsheetsProvide additional HR support as requested by the Director of HRCommunication and Contract Management:
Maintaining communication with the Senior Leadership team via email to obtain internal approval of contracts and sign as requestedMaintaining the Intranet homepage and company website, updating it with welcome messages for new hires, special announcements, monthly birthdays, and anniversariesMaintain an accurate phone list per department as part of onboarding/offboardingManage email correspondence:
Efficiently handle incoming and outgoing emails for various email accountsDocument Management:
Prepare contracts and reports:
Compile and format data into clear reportsMaintain contract files by company standardsContract Management:
Obtaining signatures and keeping organized files, saving all contracts, MOUs, Letters of Agreements, and any other signed documentation in an appropriate file management system to ensure easy accessibility and record-keepingOffice Supplies, Equipment, and Inventory Management:
Maintained office supplies, including coffee and cleaning, and ordered them as neededCommunicate with the Director of HR to obtain approvals for anything out of the norm and ensure that the office is always stocked and running smoothlyMaintaining the laptop and other peripheral inventory, creating, and tracking equipment forms as required, and obtaining approval from the Director of HR before ordering any equipmentCommittee Participation and Meeting Management:
- Participated in the Safety Committee and DEI committees, scheduled meetings, and act as a secretary for meetingsCreate agendas and take minutes to ensure all the necessary details are covered and recordedParticipate in biweekly calls with the Director of HR and the Information Technology teamVendor Relations:
Serve as a liaison between internal organization and contractors, Manage vendor relations with security companies (alarm and door), printers, Verizon, landlords, moving/furniture companies, shredding company cleaning companies, Ring Central, etcWork with the account rep to maintain an inventory of cellular equipment (cellphones and jetpacks)Client and Team Support:
Book travel arrangements and event registrations as requested by the senior management teamMaintain contact lists:
Keep everyone connectedRequirements:
To be considered for this position, we require the following
Qualifications:
Proven
Experience:
You should have prior work experience as an Administrative, Virtual, or Office Admin Assistant to be considered for this roleTech-savvy:
You should be familiar with office management systems and procedures and have proficiency in MS Office, especially in Excel and PowerPoint Time management:
You should have the ability to prioritize tasks effectivelyAttention to detail:
You should value accuracy and pay attention to detailStrong communication skills:
You should have excellent written and verbal communication skillsOrganizational skills:
You should easily handle multiple responsibilities and have an associate degree or higher along with additional administrative assistant or secretary qualificationsIf you meet these qualifications and are ready to contribute to a dynamic team in a fast-paced environment, we would be happy to hear from you! Compensation details:
22-24 Hourly Wage PIe290db1c0e33-31181-34019732 Recommended Skills Adaptability Administration Agenda Development Assembly And Installation Attention To Detail Coordinating Apply to this job. Think you're the perfect candidate? Apply on company site $(document).ready( function() $(#ads-desktop-placeholder).html(
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n Estimated Salary: $20 to $28 per hour based on qualifications.
Responsibilities:
Special Events and Marketing:
Serve as the primary contact for and schedule and coordinate all internal and off-site eventsPlan meetings and coordinate logistics, MOU's, ordering marketing materials, and reserving meeting roomsPlan and execute company events, conferences, workshops, and team-building activities both on and off-siteScout suitable venues, negotiate contracts, and manage logistics for eventsStock employee kitchens with necessary items and make coffee for special events as needed (shopping as required) Coordinate the production of marketing event materialsCoordinate the monthly newsletter and other specialized content, including posting content from trusted sitesProvide additional marketing and event support as requested by the CEOHR Onboarding/Offboarding and File Support :
Assist the HR Director with recruiting activities, including conducting phone screenings of potential candidatesOversee the distribution and collection of equipment during employee onboarding and termination - Maintain the electronic HR filing system, ensuring that all documents are organized and easily accessibleAssemble files for new hires, upload necessary documents, and maintain tracking spreadsheetsProvide additional HR support as requested by the Director of HRCommunication and Contract Management:
Maintaining communication with the Senior Leadership team via email to obtain internal approval of contracts and sign as requestedMaintaining the Intranet homepage and company website, updating it with welcome messages for new hires, special announcements, monthly birthdays, and anniversariesMaintain an accurate phone list per department as part of onboarding/offboardingManage email correspondence:
Efficiently handle incoming and outgoing emails for various email accountsDocument Management:
Prepare contracts and reports:
Compile and format data into clear reportsMaintain contract files by company standardsContract Management:
Obtaining signatures and keeping organized files, saving all contracts, MOUs, Letters of Agreements, and any other signed documentation in an appropriate file management system to ensure easy accessibility and record-keepingOffice Supplies, Equipment, and Inventory Management:
Maintained office supplies, including coffee and cleaning, and ordered them as neededCommunicate with the Director of HR to obtain approvals for anything out of the norm and ensure that the office is always stocked and running smoothlyMaintaining the laptop and other peripheral inventory, creating, and tracking equipment forms as required, and obtaining approval from the Director of HR before ordering any equipmentCommittee Participation and Meeting Management:
- Participated in the Safety Committee and DEI committees, scheduled meetings, and act as a secretary for meetingsCreate agendas and take minutes to ensure all the necessary details are covered and recordedParticipate in biweekly calls with the Director of HR and the Information Technology teamVendor Relations:
Serve as a liaison between internal organization and contractors, Manage vendor relations with security companies (alarm and door), printers, Verizon, landlords, moving/furniture companies, shredding company cleaning companies, Ring Central, etcWork with the account rep to maintain an inventory of cellular equipment (cellphones and jetpacks)Client and Team Support:
Book travel arrangements and event registrations as requested by the senior management teamMaintain contact lists:
Keep everyone connectedRequirements:
To be considered for this position, we require the following
Qualifications:
Proven
Experience:
You should have prior work experience as an Administrative, Virtual, or Office Admin Assistant to be considered for this roleTech-savvy:
You should be familiar with office management systems and procedures and have proficiency in MS Office, especially in Excel and PowerPoint Time management:
You should have the ability to prioritize tasks effectivelyAttention to detail:
You should value accuracy and pay attention to detailStrong communication skills:
You should have excellent written and verbal communication skillsOrganizational skills:
You should easily handle multiple responsibilities and have an associate degree or higher along with additional administrative assistant or secretary qualificationsIf you meet these qualifications and are ready to contribute to a dynamic team in a fast-paced environment, we would be happy to hear from you! Compensation details:
22-24 Hourly Wage PIe290db1c0e33-31181-34019732 Recommended Skills Adaptability Administration Agenda Development Assembly And Installation Attention To Detail Coordinating Apply to this job. Think you're the perfect candidate? Apply on company site $(document).ready( function() $(#ads-desktop-placeholder).html(
n
n
n Estimated Salary: $20 to $28 per hour based on qualifications.
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