What are the responsibilities and job description for the Executive Coordinator position at CHI OMEGA FOUNDATION?
Summary: Chi Omega Foundation is seeking qualified applicants for the position of Executive Coordinator. This position is full-time, non-exempt, and reports to the Executive Vice President and provides support to multiple stakeholders including Foundation Trustees and volunteers, Executive and Director positions, and Chi Omega’s members.
Responsibilities:
Customer Service and Administrative Support
Providing superior customer service by responding quickly and accurately to incoming emails and phone calls to the Executive Headquarters.
Managing assigned Foundation administrative projects to ensure all tasks are completed efficiently and effectively. This could include coordinating a mailing, participating in meetings, taking notes, helping with meeting planning, or any projects that require attention to detail.
Maintaining the Foundation calendar system used by staff, as well as maintain the EVP’s calendar, scheduling calls and meetings as needed.
Responding to emails and voice messages of the EVP while she is out of the office.
Supporting Foundation managers, volunteers, and members with various administrative and database tasks.
Preparing EVP and Trustees for donor visits, including scheduling appointments, creating schedules, handling logistics, and preparing lists, profiles, and handouts.
Preparing EVP reports, such as monthly Trustees update, staff meeting bullets agenda items, and Governing Council reports.
Writing correspondence, e-mails, other written materials; updating information in talking points documents.
Maintaining detailed records of communications and visits with donors through text notes, visit reports, and Trustees’ visit calendar.
Arranging conference calls and materials for EVP and Trustees as directed.
Coordinating the planned giving vendor communications (email, direct mail and web pages) and drafting correspondence to inquiries. Tracking results of planned giving communications and reporting to vendor.
Supporting the Facilities and Operations Manager when needed to meet with vendors or support facility needs.
Completing additional projects for the Foundation upon request.
Logistics and Events
Preparing agenda, motions, documents, and reports for Board meetings; and attending Board meetings to record minutes, then preparing and distributing of minutes.
Assisting with preparations of National meetings and Foundation events, including working with special guests and speakers, assisting with menus, arranging awards, and assisting with scripts.
Assist with meeting arrangements and logistics for various internal and external meetings as requested. This may require arranging local transportation, reserving, or assigning rooms, registering participants for conferences, maintaining RSVP lists, preparing itineraries, nametags, creating handouts or PowerPoint presentations.
Education | Experience:
- Bachelor’s degree desired with six years of experience, or
- Extensive experience as a high-level administrative staff member.
Technical skills:
Proficiency with Microsoft 365 products including Word, Excel, PowerPoint, and Outlook, including calendar and tasks.
Outstanding data entry and data quality assurance skills.
Advanced Adobe skills
Experience in Asana a plus.
Ability and willingness to learn new software skills and procedures.
Qualifications | requirements:
- Demonstrated excellence in a customer service role.
- Excellent computer skills, including experience with Microsoft 365 products, Adobe, and membership databases.
- Experience managing teams and projects.
- Experience working with a volunteer organization is a plus.
- Excellent oral and written communication skills.
- Attention to detail and strong organizational skills.
- Excellent interpersonal skills, including an optimistic, flexible attitude.
- Ability and willingness to cross-train and learn new database skills and procedures.
- Ability to prioritize tasks and manage multiple projects.
- Ability and willingness to support Foundation events as needed.
- Membership in Chi Omega is preferred but not required.
Location: This position is located at the Executive Headquarters in Memphis, TN.
Travel: Occasional travel to support meetings and Foundation events. Travel will be scheduled in advance.
About chi omega: The Chi Omega Foundation was established in 1982 as a qualified tax-exempt organization under Section 501(c)(3) of the Internal Revenue Code and is the vehicle through which alumnae and friends of Chi Omega Fraternity provide tax-deductible charitable support of the Fraternity’s educational and leadership training programs for all members. The Foundation lends a helping hand to Sisters of all ages with support of scholarships, grants and educational opportunities, and maintaining the Executive Headquarters. Learn more at chiomega.com.
How to apply: Qualified and interested applicants should send a resume and cover letter, including salary requirements and references to:
Sally Kimball
Chi Omega Foundation
3395 Players Club Parkway
Memphis, TN, 38125
Phone: 901-748-8600
Email: foundationjobs@chiomega.com