Administrative Coordinator

JOB TITLE: ADMINISTRATIVE COORDINATOR
REPORTING TO: DIRECTOR, OPERATIONS
DEPARTMENT: UNITED TO END HOMELESSNESS
POSITION: FULL-TIME / NON-EXEMPT

The Administrative Coordinator is a key execution partner to the Executive Director and a central connector across United to End Homelessness (U2EH). This role helps translate organizational priorities and mission into coordinated action by strengthening the internal systems, communication, relationships, and infrastructure that enable the organization to operate with clarity, efficiency, and cohesion. Working across executive leadership, community strategies, housing programs, and other initiatives, the Administrative Coordinator ensures that people, information, meetings, events, and priorities are connected and moving forward-creating the internal alignment and capacity that drives effective external engagement, collaboration, and progress toward ending homelessness.

• Support the Executive Director in advancing organizational priorities by coordinating tasks, deadlines, follow-up, and cross-functional commitments; proactively flagging outstanding items, competing priorities, and time-sensitive needs.
• Serve as the administrative backbone for executive-level collaboratives including scheduling, onboarding, offboarding, participation tracking, capturing meeting minutes, and action items.
• Coordinate internal and external meetings- including in-person, virtual, hybrid, and phone meetings- maintaining accurate and up-to-date organizational calendars and ensuring participants have the information and materials needed for effective engagement.
• Serve as a central connector across U2EH activities, helping ensure information, decisions, priorities, and commitments move efficiently across internal teams and external partners.
• Prepare and distribute agendas, meeting reminders, and minutes; track action items and ensure timely follow-through.
• Coordinate post-meeting and post-event execution, ensuring decisions, commitments, communications, and next steps are effectively translated into action.
• Maintain organized, accessible, and up-to-date electronic files, documents, contact information, meeting records, and organizational resources in accordance with U2EH and OC United Way policies.
• Provide administrative and logistical support for in-person and virtual events, meetings, trainings, and other organizational activities, including preparation, setup, attendance, materials, documentation, and follow-through.
• Draft professional correspondence and track communication with stakeholders; maintain Outlook contact lists and distribution groups and other communication resources.
• Act as the first point of contact for inquiries related to United to End Homelessness, offering timely and courteous assistance and directing inquiries appropriately.
• Represent U2EH in administrative functions within Orange County United Way, fostering effective internal communication and collaboration.
• Anticipate administrative and coordination needs, proactively identify gaps or potential challenges, and take appropriate action to support organizational readiness and effectiveness.
• Provide general administrative support to the team and organization as assigned.

• At least 1 year experience in an administrative support or related professional role.
• Experience supporting leadership functions and managing relationships with key stakeholders (e.g., donors, executives) is preferred.
• Mastery of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Zoom, Microsoft Teams, and project management tools.
• Familiarity with tools such as Eventbrite, Action Network, and Canva is a plus.
• Strong written and verbal communication skills.
• Exceptional organizational and multitasking abilities, with a demonstrated capacity to manage multiple projects and deadlines simultaneously.

• Commensurate with experience, education, and market, $25-$32 per hour. Competitive benefits.

• Customer Service
  - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
• Interpersonal Skills
  - Maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.
• Oral Communication
  - Speaks clearly and persuasively in positive or negative situations;…