Communications & Administrative Coordinator

Reports To: Executive Director

Location: AMRV RC&D Office, Decatur, Alabama (serving an 8-county North Alabama region)

Classification: Full-Time

Position Summary

The Communications & Administrative Coordinator keeps AMRV RC&D connected — to its board, its grantees, its legislative partners, and the public. This role owns the organization's external voice (the monthly newsletter, legislative programming coordination.) and the internal thread that ties board governance together (meeting planning, attendance tracking, minutes, and board communications). The ideal candidate is reliable, resourceful, and self-motivated: someone who can juggle a communications calendar and an administrative one at the same time, track every deadline and detail without being reminded, work comfortably with technology and AI-assisted tools, and represent AMRV with professionalism and discretion in every interaction.

Key Responsibilities

• Newsletter — Write, design, and distribute AMRV's monthly newsletter on schedule, keeping content current, accurate, and on-brand.
• Legislative & Media Coordination — Coordinate all legislative programming dates and logistics; keep the Executive Director informed of upcoming media, photo-op, and legislative events.
• Meeting Planning & Attendance Tracking — Plan and coordinate board meetings and organizational events — scheduling, materials, invitations, and day-of logistics; maintain an accurate, current list of who is and isn't attending.
• Contact Lists — Maintain the organization's contact lists (board, grantees, partners, legislative offices) so they stay accurate and current.
• Board Minutes — Record accurate board meeting minutes, distribute them promptly, and follow up to get them signed and filed.
• Board Communications — Serve as a primary communications point of contact for the board — meeting notices, reminders, and follow-up correspondence.
• Grantee Support — Serve as a point of contact for grantees, helping troubleshoot questions and problems as they come up and looping in the Executive Director when needed. Does final review before reimbursement for all grants.
• Deadline Tracking — Track deadlines and details across all of the above, flagging anything at risk of slipping before it becomes a problem.
• Administrative Support — Provide general administrative support: correspondence, filing, document organization, and other project-based tasks as needed.
• Technology & Automation — Stay current with technology, automation, and AI tools, and look for ways to apply them to streamline communications and administrative work.
• Travel — Travel periodically to conferences and, occasionally, within AMRV's 8-county service area for same-day meetings or events; coordinate own travel arrangements as needed.

Minimum Requirements

• Associate's degree, or a combination of relevant experience and education.
• 5 years of related administrative experience, including experience supporting executives or senior leadership.
• Advanced knowledge of Microsoft Excel, Word, PowerPoint, Canva and other apps.
• Effective oral and written communication skills, with excellent interpersonal skills.
• Technical aptitude and comfort working across a variety of project types and systems, including contributing to management of AMRV's website, Google Workspace, and Monday.com.

Knowledge, Skills & Abilities

• Excellent listening, organizational, and verbal/written communication skills.
• Ability to maintain a high level of confidentiality with board, grantee, and organizational information.
• Ability to efficiently plan, organize, and implement work priorities.
• Ability to draft and edit correspondence with precision.
• Flexible schedule and the ability to work occasional early or late hours as needed.
• Ability to effectively manage projects using appropriate project management skills.
• Ability to anticipate challenges, plan solutions, and garner the support needed to meet deadlines.
• Proven ability to work closely with a diverse group of leaders — board members, elected officials, funders, and community partners.
• Able to work well independently, manage time effectively, and stay self-directed.
• Able to write original content as well as refine and compile information from boilerplate and technical documents.
• Comfortable working with current technology, automation tools, and AI — and staying current as those tools evolve.
• Previous experience arranging travel accommodations; able to travel occasionally (approximately 10%).

Competencies

To perform this job successfully, an individual should demonstrate the following:

• Oral/Written Communication — Communicates clearly and professionally; listens effectively; produces accurate written materials; interprets and applies written information.
• Teamwork — Collaborates effectively; contributes to a positive team environment; supports shared goals.
• Ethics — Demonstrates integrity, respect, and ethical behavior in all interactions.
• Organizational Support — Follows policies and procedures; aligns work with organizational values and objectives.
• Planning/Organizing — Prioritizes tasks effectively; manages time and resources efficiently.
• Professionalism — Maintains a polished, professional appearance and respectful demeanor; takes responsibility for actions; follows through reliably.
• Quality — Produces accurate, thorough work; seeks feedback and continuous improvement.
• Quantity — Meets productivity expectations; completes tasks in a timely manner.
• Safety and Security — Adheres to safety protocols; identifies and reports potential risks; uses equipment appropriately.
• Adaptability — Adjusts to changing priorities, technologies, and work environments — including learning AMRV's Google Workspace, Monday.com, and other in-house systems and tools as they evolve.
• Dependability — Follows instructions; responds promptly to direction; maintains reliability.
• Attendance/Punctuality — Maintains consistent attendance and punctuality.
• Initiative — Proactively identifies needs; seeks opportunities to assist and improve processes.

Technology proficiency required, including:

• Microsoft 365 — Excel (spreadsheets, basic formulas, sorting/filtering, data entry, simple reports) and Word (formatting documents and reports).
• Google Workspace and AMRV's in-house systems, Monday.com, — ability to learn and work confidently across these platforms, as most day-to-day work runs through them.

Pay: From $20.00 per hour

Expected hours: 32.0 – 40.0 per week

Work Location: In person

Salary : $20