Job Description

This dynamic nonprofit is seeking an Executive Assistant/Office Coordinator to organize moving pieces across a boutique non-profit. The ideal candidate is experienced in scheduling for Executives, possesses strong MS Office experience, general office oversight and management, and a knack for jumping between checklists while owning tasks start to finish. If you have previous experience in a blended role supporting leadership, office support, business writing acumen and operational vendor management, send in your resume today!

Key Responsibilities:

• Facilitate scheduling needs across the Executive team, managing calendars and communicating changes to all parties.
• Coordinate internal and external events and participate in meetings, notetaking and organizing follow-up meeting materials.
• Act as a welcoming first point of contact for guests, inbound phone and general email inquiries, routing appropriately across the team.
• Execute internal event planning, including catering, and external vendor management.
• Organize travel booking, ground transportation and itineraries for leadership team.
• Track and maintain organized budgetary needs across the team, including expense reports and invoicing tasks.
• Maintain an organized space, stocked kitchen and office supply inventory, staying attuned to changing needs.
• Prepare and edit invoices, email correspondence, financial reports, and agreements with external stakeholders.
• Prepare meeting materials, rooms, technology specifics and shared spaces.
• Support staff members with special assignments and project-management tasks.

Why You’ll Love Working Here:

• Encompasses a network of advocates within economic and policy industries.
• This opportunity is hybrid, pending the needs of the office.

What We’re Looking For:

• Process oriented. You possess at least ten years of administrative/operational experience with a degree in hand.
• Seamless organizer. You are attentive and maintain a highly organized calendar.
• Tech confident. You are skilled across MS Office, especially within Outlook.
• Focused. You remain calm in the storm and like to have a back-up plan in place.
• Superb customer service skills. You treat internal and external communication the same, giving a high-quality experience all around.
• Flexible. You are comfortable working in a fast-paced environment and wearing many hats to support changing priorities.
• Yes person. You enjoy being the go-to professional for support across a team and carry out tasks with positivity.
• Powerhouse. You execute tasks seamlessly and enjoy making “to-do” lists disappear.

Essential to Hawthorne Lane’s success is our ability to attract talent from a range of backgrounds. Our network reflects the diverse community around us, and we believe in a workplace where everyone feels valued and empowered to succeed. Applicants will not be discriminated against on the basis of race, color, creed, religion, sex, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.

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