Administrative Coordinator

at  Hope Air

Hope Air is seeking a dynamic and experienced Administrative Coordinator, to support in the management of the day-to-day operations of our organization. The Administrative Coordinator will play a key role in various administrative duties, working closely with the CFO, CEO, and other senior leaders and departments. This is a great opportunity for a detail-oriented and enthusiastic individual to become an integral part of our growing team.
This role is pivotal for helping everyone in the Organization achieve the critical work of the mission and vision. This is a role for a talented problem-solver with great initiative and a great sense of humour. The ideal individual is a fabulous organizer, detail oriented, and enjoy communicating with others.

REQUIREMENTS:

• 3+ years of Office/Administration experience is desired, ideally supporting Senior level leadership
• Strong knowledge of Microsoft suite of products and be willing to, and be adept at, learning new software programs
• Familiarity with online banking, QuickBooks, CMS and database (Salesforce) an asset
• Ability to problem solve, exercising sound administrative judgment with a sense of urgency and in absence of supervision
• Excellent verbal and written communication skills, with a strong customer service orientation
• An ability to work in a team environment and be equally comfortable working independently
• Strong organizational skills, thinking ahead on tasks to anticipate future needs and/or potential challenges that may arise.
• This position requires diplomacy, confidentiality, and the ability to prioritize.
• Enthusiasm and willingness to learn

KEY RESPONSIBILITIES:

• Manage the day-to-day administrative needs for the Hope Air office
• Liaising with external stakeholders, including timely response to donor inquiries as required
• Executive Assistant level administrative support to the Leadership Team

DUTIES INCLUDE:

• Coordination of Board SharePoint portal and preparation and distribution of Board meetings documents
• Coordination of Bamboo HR functions including vacation tracking and other HR documents and policies
• Coordination & Support of Team and staff events as well as assistance with external events such as fundraising drives, etc.
• Travel arrangements – organizing and scheduling flights, hotel bookings, rental cars, etc. for senior staff and Board travel
• Preparing documentation as requested using the Microsoft Suite of products including PowerPoint, Word, and Excel
• Support as required in administration and supervision of volunteers
• Microsoft Outlook calendar management and meeting scheduling for MS Teams/Zoom, etc.
• Organization and submission of expense reports as well as processing payments related to office administration
• Preparing and supporting in NHTG applications
• Assistance with day-to-day correspondence including emails, letters, memos
• Receptionist duties as required with visitors to the office
• Close collaboration with team members on tasks related to office administration
• Assist with the onboarding of new employees and completing documentation for onboarding of new staff
• Other administrative duties as needed