Office Coordinator

Description

Reporting to the President/CEO, the Office Coordinator provides administrative and other support to the President/CEO and Executive Management Team. A reliable, well-organized Senior Office Coordinator handles day-to-day operations with a focus on efficiency and time management. The Senior Office Coordinator is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, and task delegation. Experience in handling a wide range of administrative support-related tasks with the ability to work independently with little or no supervision.

He/she is a well-organized, flexible, and energetic professional who doesn’t mind wearing multiple hats. The Senior Office Coordinator embodies Care Net’s Christian, Pro‑Abundant Life mission and vision by supporting Care Net’s key strategic initiatives.

• Assistant to the President/CEO for managing his/her calendar, communications, travel and day-to-day operations for the Executive Office
• Manage the Public Education budget
• Prepare, process and track call reports for the President/CEO’s donor calls and meetings.
• Maintain donor, prospect, Christian and other contact related lists for mass mailings and periodic updates on Care Net’s initiatives
• Use a range of productivity office software to include email, spreadsheets and databases, to ensure the efficient running of the office
• Manage the Church Engagement Pipeline in Hubspot
• Manage online and paper filing systems
• Manage the President/CEO’s internal and external speaking requests
• Prepares and processes travel and expense reports for the President/CEO’s donor and speaking event trips
• Processes expense reports for the President/CEO and Care Net Board of Directors
• Arrange for necessary office/equipment repairs
• Point of contact for the ADF Facility support ticketing system and reservations for remote staff at the Virginia Guest House
• Handle communications, scheduling and preparations for Care Net’s Board of Directors’ meetings with the Vice President of Administration & Operations, Board Chair and Office Manager. Track and provide statistics for input into the President/CEO’s board reports
• Collaborate with the Chief Outreach officer on podcast and media interviews for the President/CEO throughout the year and during speaking events
• Plan in‑house or off‑site activities and parties for staff with the Office Manager, as needed
• Ability to travel to the Care Net annual conference and staff summit. Prepare trip folders and/or binders with detailed logistical information. Coordinate with the conference team, COO and Office Manager on scheduling and related tasks
• Schedule Executive Management Team meetings for onsite and remote staff (weekly, biweekly, quarterly Wombside Chats, mid‑year, and annual reviews)
• Process Fed Ex, USPS, and Amazon packages for the President/CEO’s books and booklets for speaking events
• Prepare and process the minutes for the Finance Committee, Care Net Board of Directors, and Care Net Foundation meetings. Experience with Docu Sign is highly desirable
• Participate in the rotation schedule for kitchen duty and leading devotions, in addition to end‑of‑year donor “thank you” calls.
• Flexible and willing to perform varying duties depending on the shifting needs of Care Net and staff members

• Travels to and performs duties, as assigned, at the Care Net annual conference
• Participates in other events, meetings, and activities as assigned

• Is a committed Christian who demonstrates a personal relationship with Jesus Christ as Lord and Savior
• Abides by Care Net’s People Principles and adheres to a biblical peacemaker attitude based on Matthew 18 guidance related to conflict resolution
• Attends and participates in daily staff devotions, prayer, and occasional fasting
• Possesses a strong commitment and dedication to the pro‑abundant life position
• Associate degree required or experience of four or more years working in a corporate setting
• Ability to work strategically and collaboratively across departments. Possesses basic accounting knowledge for working with the Controller and the finance team
• Effective, versatile,…