Administrative Coordinator

Description

The Administrative Coordinator serves as the front-facing hub of the organization and provides high-level administrative support to the President & CEO and leadership team. This role is responsible for managing daily office operations, coordinating board and leadership materials, and ensuring a professional and welcoming experience for all visitors, volunteers, and community partners. This role is critical in maintaining organizational efficiency, supporting governance functions, and assisting with administrative aspects of development and data management.

This position is based in our Overland Park office and is expected to work on-site during regular business hours.

• Serve as the first point of contact for all visitors, volunteers, and callers, ensuring a welcoming and professional experience.
• Answer and route incoming phone calls, including screening calls for the President & CEO and leadership team.
• Receive, sort, and distribute mail and deliveries.
• Manage outgoing mail, including coordination of delivery for programmatic and volunteer-related materials to external agencies.
• Serve as the primary contact for office equipment and administrative systems, coordinating routine troubleshooting and vendor support as needed (e.g., copier, phones, office technology).

• Provide administrative support to the President & CEO, ex: calendar coordination and meeting preparation.
• Assist in prioritizing and managing incoming requests, helping to streamline communication and workflow.
• Draft, format, and edit documents, emails, and internal communications as needed.
• Support scheduling of internal and external meetings, including logistics and materials preparation.

Act as a central coordination point for organizational priorities by tracking key deadlines, action items, communications, and follow-up tasks to support implementation of leadership priorities.

Take meeting notes and distribute action items for meetings as assigned.

• Support preparation and distribution of board and committee materials through the organization’s board platform (e.g., Boardable).
• Assist in compiling board packets, reports, and meeting agendas in collaboration with the President & CEO and leadership team.
• Maintain organization of board documents and ensure materials are uploaded accurately and on time.
• Support meeting logistics, including room setup, materials, and attendance tracking.

• Assist with gift entry and data maintenance related to donor records, grants, and fundraising activities.
• Support tracking of grants and donor information in coordination with the Development team.
• Help prepare basic reports or materials related to fundraising and development efforts.
• Partner with the Development Director to prepare and distribute donor acknowledgment letters, ensuring timely, accurate, and donor-centered communication.
• Provide administrative support for financial processes, including data entry, coding of expenses and revenue, and preparation of credit card reconciliations, in coordination with the President & CEO, Development Director, and external finance support.

• Maintain office organization, supplies, and overall workspace functionality.
• Support coordination of staff meetings, including preparation of materials and logistics.
• Assist with organizational events and initiatives as needed.
• Provide administrative support across departments as aligned with organizational priorities and direction from the President & CEO.
• Maintain inventory of office supplies and coordinate routine purchasing.
• Coordinate routine office maintenance and vendor services to ensure a safe, functional, and welcoming workplace.

• Complete a minimum of 12 CEU credits annually.
• Attend regular staff and program coordinator meetings.
• Participate in external partner meetings as requested.
• Support CASA events and…