Administrative Office & Board Coordinator

A New Leaf is committed to empowering individuals and enriching communities through transformative services. Our core values—Compassion, Passion for Results, Collaboration, Accountability, Integrity, and Conscientiousness—guide us in creating meaningful, lasting impacts in the communities we serve.

The Administrative Office and Board Coordinator provides administrative and operational support to the Administrative Office, Executive Assistant to the CEO, and Board of Directors. This position coordinates office operations, Board administration, meeting logistics, records management, mail services, and other administrative functions to support the efficient operation of the organization.

Responsibilities:

Serve as the primary point of contact for the Administrative Office by greeting and assisting employees, visitors, members of the Board of Directors, vendors, donors, and community partners in a professional and welcoming manner.
Monitor Administrative Office voicemail and ensure timely routing of messages and inquiries to the appropriate staff member, department, or program.
Open, secure, and monitor the Administrative Office in accordance with established procedures, including arming and disarming security systems as assigned.
Coordinate meeting space scheduling, room setup, and facility readiness for Board meetings, leadership meetings, trainings, and other agency functions.
Coordinate and submit facilities, technology, maintenance, and other operational service requests to support the Administrative Office.
Receive, open, sort, process, and distribute incoming mail, deliveries, and packages in accordance with agency procedures.
Process outgoing mail, including transporting mail to the U.S. Post Office as needed, and coordinate shipping and delivery services for agency departments and programs.
Scan and electronically distribute incoming correspondence and documents to the appropriate departments and staff.
Monitor and maintain office supply inventory and coordinate ordering and restocking of office supplies, materials, and equipment.
Maintain Administrative Office readiness, including conference rooms, reception areas, common areas, and administrative resources.
In partnership with the Quality Management department, plan, coordinate, conduct, and document quarterly emergency preparedness drills.
Identify and recommend improvements to administrative systems, workflows, or communication processes to enhance efficiency and effectiveness across the Agency.
Scan, copy, file, organize, and maintain physical and electronic records in accordance with agency record retention practices.
Assist with maintaining Administrative Office procedures, forms, and operational resources.
Provide general administrative support to the Executive Assistant to the CEO.
Provide clerical and administrative support to agency leadership and departments as assigned.
Coordinate calendars, appointments, scheduling, and meeting logistics as assigned.
Prepare meeting materials and provide administrative support for leadership meetings, Board meetings, trainings, and organizational events.
Maintain and update electronic records, shared files, Board administration systems, and other administrative databases to ensure accurate and timely information.
Assist with preparing correspondence, reports, presentations, spreadsheets, and other business documents.
Provide administrative support to the Executive Assistant to the CEO in coordinating Board of Directors activities.
Assist with scheduling Board of Directors and committee meetings, including coordinating calendars, meeting logistics, and distributing meeting invitations.
Prepare, assemble, and distribute Board meeting agendas, packets, supporting materials, and related correspondence under the direction of the Executive Assistant to the CEO.
Attend Board of Directors and committee meetings, as assigned, to record attendance, meeting minutes, action items, and follow-up items.
Assist with maintaining Board records, committee rosters, contact information, governance documentation, and other Board-related records.
Coordinate the onboarding and offboarding of…

Administrative Office & Board Coordinator - Mesa, AZ