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Office Coordinator

Rockford, IL 61103

Posted: 07/12/2024 Employment Type: Permanent Industry: A -Professional Job Number: R 51499712 Pay Rate: $50000-55000 / year

Job Description

Job SummaryThe Office Coordinator blends organizational, technical and business acumen skills to provide highly dependable, ethical and reliable administrative support to the President/CEO and departments to ensure the organization is running smoothly internally, providing an out-facing consistency to the community.
Duties & ResponsibilitiesThe Office Coordinator provides a variety of organizational duties for the Executive Team and the departments to ensure a smooth-running organization and support to all staff members through the following duties and responsibilities:
1) Executive support
  • Provide support to the CEO by scheduling board meetings, committee meetings, taking minutes, sending out said minutes in a timely manner for approval; reserving rooms for meetings, ordering food/beverages, if applicable
  • Maintain Board documents, including member meeting attendance, lists for grants, and orientation/training manuals, etc.
  • Assists in the planning and execution of events, as requested
  • Maintains established timeline, preparation and submittal of Board monitoring reports; including drafting reports as requested.
  • Set up and clean up meetings, as needed
  • Maintain printed and electronic employee and board policy manuals and updates to ensure all have the current versions
  • Track employee start dates and review dates and distribute review documents to staff and supervisors to correspond with dates
  • Uses discretion and independent judgment in handling confidential and sensitive information in connection with the CEO’s responsibilities
  • Ensure the CEO has all pertinent information and duties completed to successfully complete their role and anticipate/support up coming needs
  • Other duties may be assigned as needed for Executive support

2) Additional Administrative Support
  • Prepare documents for mailing by creating labels and merging documents, printing, coordinate mailings and ensure documents are mailed (thank you letters, annual appeal, invitations, rsvp’s, etc.)
  • Track the obituaries and other data to keep donor files up to date and accurate
  • Assist with the welcoming and assurance that all volunteers are engaged and know what they are here to accomplish
  • Assist with the inventory of purchased books, books distributed and other materials as it relates to the current initiatives

3) Office Coordination
  • Respond to telephone, email and individual inquiries, providing information, redirecting calls or taking messages and acting as back-up for receptionist duties when needed
  • Process incoming daily mail in concert with another employee to maintain internal control processes
  • Participate in the sequence of duties as directed by the CFO to ensure internal control processes are maintained
  • Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, evaluating new office projects, placing and expediting orders for supplies, and verifying receipt of supplies
  • Participate in general staff meetings and other meetings and events planned by the organization
  • Order new staff name tags and business cards; board name plates; set up new staff offices
  • Ensure the office is maintained and kept organized to reflect the high value placed on us by the community and reflecting our commitment to high standards and efficiencies
  • Make any service calls for equipment, maintenance, etc., in concert with the CEO
  • Serves as a valuable “go to” person for leadership team, by assisting them in day-to-day tasks, contributing to their success in performance and productivity, and seeking ways to amicably solve problems pertaining to staff relations.
  • Manages staff recognition program, including birthdays, anniversaries and special celebrations.
  • Provides coverage of front desk/receptionist duties.
Minimum QualificationsEducation:Associate’s Degree in technical business training, preferred
Skills and Experience:
  • Two to five years executive support experience, including providing high-level support to boards, committees or other similar work groups
  • Advanced computer skills in Microsoft Office Suite and database applications, including electronic communication platforms
  • Self-motivated and self-directed
  • Detail-oriented with superior organizational skills
  • Demonstrated ability in managing multiple, competing tasks and priorities in order to meet deadlines
  • Ability to exercise sound, independent judgment and maintain the highest level of confidentiality
  • Strong customer service skills
  • Strong verbal and written communication skills, including proficiency in correct punctuation, spelling and grammar
  • Working knowledge of office equipment, including phone systems, printer/copier, postage meter, online meeting apps

Please apply to the Office Coordinator role or contact Rachel at rachel.thomann@furstpros.com or 815-997-1417 with any questions.

Meet Your Recruiter

Rachel Thomann
VP, FurstProfessionals

Year Started: 2011

I wanted to be a physical therapist when I grew up.

 

Favorite Quote:

“My wish for you is that you continue. Continue to be who you are, to astonish a mean world with your acts of kindness.” – Maya Angelou

 

What do you enjoy most about your work?

It’s so rewarding to meet great people and match them up with our clients’ needs!

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About Rockford, IL

Ready to take your career to new heights in Rockford, Illinois? Explore our job opportunities in this vibrant city and uncover endless possibilities for growth and success. Nestled in the heart of Winnebago County, Rockford blends urban convenience with a laid-back Midwest charm. From iconic landmarks like the Anderson Japanese Gardens and the Coronado Performing Arts Center to the mouth-watering cuisine at Beef-A-Roo and the exciting games hosted by the Rockford IceHogs at the BMO Harris Bank Center, this city has something for everyone. The Rockford region boasts a thriving arts scene, with galleries like the Rockford Art Museum and the Klehm Arboretum & Botanic Garden providing inspiration at every turn. Discover your next career move in Rockford, where opportunities abound and a unique culture awaits!

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