Summary
Description
This position requires high professionalism, commitment, and discretion honoring confidentiality. Additionally, this role requires the ability to administer a high level of organization and problem-solving in a fast-paced environment while maintaining close attention to detail. This person must be exceedingly well organized, resourceful, flexible, responsive, and enjoy the administrative challenges of supporting a small office.
This position will assist in general office management responsibilities, including answering the phone, ordering supplies, and serving as a vendor liaison. The position also will be responsible for specific event-related logistics support for 3-4 member-serving events throughout the year (booking venues, securing food and beverage needs, coordinating AV and speaker needs). The Office & Administrative Coordinator provides direct support and assistance to COGA’s team by planning/scheduling meetings and appointments, making travel arrangements, and providing day-to-day support of in-office administrative needs. Under the direction of the CEO, this role will also provide administrative support to the COGA Board, including compiling meeting materials, managing distribution lists and rosters, and all meeting-related logistics.
The ideal candidate will be experienced in handling various administrative functions, managing several tasks at once, and be willing to step in wherever needed. The ideal candidate will be exceedingly well organized, able to prioritize tasks, and take initiative responsive, and proactive in anticipating needs.
Duties include but are not limited to:
- General administrative support to the association including, but not limited to:
- Receiving guests and visitors at the reception desk
- Screening and routing incoming calls and correspondence
- Maintaining conference room and all office common areas
- Retrieving and directing all incoming mail
- Serve as lead staff on general office management. Keeping track of and ordering office supplies as needed.
- Work with vendors directly associated with office operations, including contract IT support. Duties including maintaining agreements and equipment and being staff liaison.
- Maintenance of shared office technology platforms (MS365, Zoom, etc)
- Serve as liaison to building HOA
- Direct regular administrative support to the CEO. This includes coordinating travel arrangements, maintaining calendars, coordinating executive communications, taking calls, responding to emails, and interacting with high-level executive clients.
- Providing administrative and on-site support for association events (approximately 3-4 each year), including:
- Venue/meeting space coordination, AV and speaker needs, registration and attendee tracking, helping with presentation and materials support, and pre-and post-event evaluations.
- Work with CEO on monthly board administration, including finalizing monthly materials and distributing board packets, tracking board member attendance and recording meeting minutes and onsite meeting support, including AV needs.
Required computer skills:
- Advanced computer skills and experience with Microsoft Office suite (required) and Adobe
- Familiarization with web-based research
- Basic knowledge of computer hardware and software
Preferred skills:
- Strong oral communication: the ability to be direct, concise, diplomatic, and instruct team members on tasks.
- Strong customer service skills to build strong relationships with colleagues, members, non-members, sponsors, and others.
- Able to manage multiple projects in a fast-paced environment and prioritize tasks to meet deadlines
- Flexibility and willingness to assist where needed in a small team environment.
- Excellent calendar management skills
- Experience with database platforms, such as an AMS or CRM for managing member contacts
- Experience scheduling travel arrangements
Strongly Prefer:
- 3+ years’ experience in administrative support
- 2+years’ experience office coordination or management
- Experience with event logistics a plus
Compensation:
This position is an in-office role and is budgeted for 30 hours per week (typically Monday – Thursday), and is eligible for full-time benefits, including holiday pay, vacation and sick leave. Hourly pay will be $25-$27.75 hour. Eligible benefits include comprehensive medical, dental and vision insurance; group life insurance, group short-term and long-term disability, retirement, and participation in a Health Savings Account and other optional benefit programs.
To Apply:
Email cover letter and resume to hr@coga.org.
