Administrative Coordinator

SUMMARY

The Society of St. Vincent de Paul Detroit exists to build a more equitable and compassionate world through meaningful personal relationships, providing whatever is needed to help our neighbors get back on their feet and on a path towards self-sustainability.  Our programs provide support ranging from utility, housing, and food assistance, to education and mentorship.  We also operate a network of thrift stores, two camps and a nutritional center. We are passionate about driving systemic change and helping our neighbors in Metro-Detroit break out of poverty.

We are looking for a dynamic Administrative Coordinator to support our CEO. This position provides high-quality administrative and organizational assistance and expertise, managing mission-driven activities such as creating or enhancing reports and presentations, organizing timetables and the calendar of the executive, coordinating meeting and travel accommodations, taking minutes and interacting on behalf of the Executive with members of the Board of Directors, stakeholders and major donors. 

To be successful in this role, the individual will have a detailed understanding of the full Microsoft Office Suite and must be quick-thinking, highly organized, adaptable to changing organizational needs, a motivated self-starter that can work well independently, communicate effectively and meet deadlines. It is key for the Administrative Coordinator to be proactive in anticipating the needs of the CEO, taking proactive action with little direction to ensure the CEO’s calendar and activities are well coordinated and the CEO is equipped for all meetings and events. This individual must be comfortable in interacting with those at the Executive level or his/her direct reports, properly situating the needs or requests of the CEO while also balancing that sense of urgency with a diplomatic and supportive spirit. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Exemplify the elements of SVdP: Spirituality, Friendship and Service in all phases of work 
• Advance the mission, goals and objectives in all applicable strategic plans
• Support / Live / Adhere to the “Rule” and teachings set forth by Frederic Ozanam
• Work well with others

EXECUTIVE AND ADMINISTRATIVE SUPPORT

• Provide comprehensive administrative support to the CEO and assist Directors and Board Members as needed. 
• Manage the CEO’s calendar, coordinate meetings, schedule appointments, and create virtual meeting links. 
• Prepare travel arrangements and related documentation for national meetings. 
• Welcome and assist visitors, ensuring a professional and hospitable office environment.
• Maintain and update organizational contact lists, distribution groups, and shared documentation. 
• Manage and complete projects assigned by CEO. 

BOARD AND COMMITTEE SUPPORT

• Coordinate all logistics for Board of Directors and committee meetings, including scheduling, meeting invitations, catering, room setup, and technology preparation. 
• Collect, compile, and distribute board reports, financials, and meeting materials. 
• Record and distribute accurate meeting minutes.
• Maintain current board and committee rosters. 

FINANCIAL AND ADMINISTRATIVE COORDINATION

• Process and submit bills and invoices for payment.
• Manage and submit CEO and staff credit card reports and expense documentation. 
• Track CEO mileage and submit reimbursement reports.
• Monitor office equipment needs, including printer supply inventory and cost allocations. 

HUMAN RESOURCES AND ORGANIZATIONAL SUPPORT

• Assist with recruitment efforts including posting open positions on job boards, reviewing resumes, conducting phone screens, and coordinating interviews.
• Support onboarding processes by creating orientation schedules, coordinating departmental introductions, and ensuring technology access is established. 

COMMUNICATIONS AND REPORTING

• Answer and screen telephone calls on behalf of the CEO.
• Coordinate production and distribution of the monthly Vincentian Newsletter.
• Monitor and respond to online Google reviews. 
• Provide feedback and approval of organizational communications and social media content. 

EVENT AND MEETING COORDINATION

• Provide support for events (including the Annual Meeting, Lenten Reflection, Friends of the Poor Walk, and Presidents’ Commissioning Ceremony) and trainings.
• Coordinate materials, schedules, volunteers, and vendors to ensure successful event execution. 

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

• Bachelor’s degree or equivalent administrative experience. 
• Demonstrated experience supporting executive leadership. 
• Strong organizational, communication, and time-management skills. 
• Ability to manage multiple priorities with attention to detail. 
• Proficiency in Microsoft Office Suite and virtual meeting platforms, and working knowledge of Constant Contact, MailChimp, Canva, and Raiser’s Edge preferred.
• Ability to maintain confidentiality and exercise sound judgement. 
• Self-starter capable of working independently and collaboratively.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is regularly required to sit, walk, stand, talk hear and drive.  Valid drivers license is mandatory.