Administrative Coordinator

Job Title:

Administrative Coordinator

Location:

Eagan, Minnesota (2 days in-office work required; remote optional other days)

Reports To:

Executive Director

Position Type:
Full-time

Friends of San Lucas (FOSL) is seeking a reliable and detail-oriented Administrative Coordinator to manage the administrative work of the organization. This role will focus on general administrative coordination, office management, administrative support for the Executive Director, coordination and support for the Board of Directors and FOSL team, coordination of donor follow-up, event coordination and support, and backup support for in-person coffee sales.

The ideal candidate is organized, communicative, and mission-driven.

Friends of San Lucas (FOSL) is a nonprofit organization dedicated to generating support for the San Lucas Mission in San Lucas Tolimán, Guatemala. Local leadership is at the center of our work and we support community-led solutions to community-identified challenges. Managed by over 180 Guatemalan staff, the San Lucas Mission was founded in 2014 and has grown to support over 25,000 community members annually across seven program areas, including: education, healthcare, construction, direct trade coffee, charity with dignity, a women’s center, and a visitor program.

FOSL’s history is rooted in Catholic Social Teaching and invites people of all religious and secular backgrounds to participate.

• Coordinate scheduling meetings, managing calendars, and meeting logistics under direction of the Executive Director.
• Coordinate monthly Board meeting preparation and compilation of materials.
• Manage and maintain accurate filing systems (digital and physical) and organization-wide records in accordance with data retention policies.
• Support internal communication and coordination among team members, including meeting minutes and materials.

• Responsible for general phone line incoming calls, emails, and inquiries with professionalism and care.
• Responsible for ensuring an orderly office environment and ordering supplies.
• Coordinate the delivery of items to San Lucas, including donation drop-off, packing luggage in accordance with airline regulations, and delivery.

• Carry out donor communications and follow-up tasks after fundraising campaigns, events, and visits.
• Responsible for data entry, gift acknowledgment, and tracking in the donor database.
• Responsible for database maintenance, compilation of donor reports, and creation of Development reports for the Board in collaboration with the Director of Development and Engagement.
• Support grant reporting, tracking deadlines, and maintaining compliance documents.

• Assist with planning and logistics for FOSL events.
• Support event timelines, checklists, and preparation of materials.
• Manage guest lists, RSVPs, registrations, and support with event communications.
• Provide on-site or virtual support during events, including setup, guest check-in, and breakdown.
• Assist with post-event follow-up, documentation, and thank-you communications.
• Travel to and support fundraising events as required (likely 1-2 trips annually)

• Serve as a backup for in-person coffee sales, including assisting customers, restocking, shipping and handling sales transactions.
• Assist with coffee sales and coffee events as needed.

• Assist with special projects and organizational initiatives as assigned.
• Assist with marketing efforts, including newsletters, social media updates, and website content as assigned.
• Serve as back-up to the Director of Finance and Administration in making bank deposits, data-entry, and other tasks as needed.
• Provide support for the visitor program in areas including data-entry, screening, and compliance.
• Occasional travel to San Lucas, Guatemala as required (likely one trip or less annually).

• Interest in and alignment with the mission and values of the Friends of San Lucas.
• Proven experience in an administrative or office support role.
• Excellent communication and…