Department Coordinator / Executive Assistant

About the position

The Department Coordinator (DC) is responsible for a full range of information management support. The DC must be creative and enjoy working within an entrepreneurial environment that is both mission and results driven. The DC must have the ability to exercise good judgment in a professional manner in dealing with a variety of situations, possess strong communication, administrative and organizational skills along with the ability to maintain a realistic balance among multiple priorities. The DC will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and documents of a highly confidential nature with discretion. May independently research and/or analyze information for sensitive/complex projects having a broad impact.

Responsibilities

• Reviews and prioritizes incoming/outgoing communication and takes appropriate action as needed
• Schedules meetings/appointments
• Maintains department leadership’s schedule by planning/scheduling meetings, conferences, teleconferences and travel
• Collaborate with staff, vendors and customers
• Maintain effective working relationships with all levels of management and departments
• Compiles and analyzes data
• Maintain time and expense reporting for Division and track as it relates to overall budget
• Manages and implements special projects for Division
• Supports/assists Management Team
• Documenting and organizing department procedures

Requirements

• Proven ability to handle confidential information with discretion
• Adaptable to various competing demands
• Demonstrate the highest level of customer/client service and response
• Highly resourceful, self-directed team-player
• Excellent communication skills (oral, written, as well as listening)
• Superior grammatical and punctuation skills
• Superior time management/project skills with abilities to set priorities
• Dynamic problem solving, adaptability, flexibility, initiative, solid judgment, work under pressure, high energy and maturity to thrive under the administrative challenges of supporting the Department.
• Entrepreneurial self-starter attitude; Forward looking thinker, who actively seeks opportunities and proposes solutions
• Ability to maintain professionalism while negotiating changing priorities in a fast-paced environment
• Strong business knowledge and analysis skills
• Possess professional personal presentation; discretion and confidentiality skills.
• Bachelor’s Degree
• 3 + years of applicable office management experience
• Technologically literate and expertly proficient in Personal Computer applications in Windows based product; Adobe Reader, Microsoft Office - Excel, SharePoint, PowerPoint (including charts and graphs), and Word

Nice-to-haves

• health/life insurance experience a plus

Benefits

• company-paid medical
• STD
• LTD
• life insurance
• voluntary dental
• voluntary vision
• voluntary life/AD&D insurance
• 401(k) with company matching
• generous paid time off