Administrative Operations Coordinator

The Administrative Operations Coordinator provides high-level administrative support across multiple operational areas of the organization.

This role is designed for a highly organized professional who thrives in a dynamic environment and enjoys helping others work more efficiently. The coordinator functions as an operational connector, ensuring that processes move forward, systems remain organized, calendars run smoothly, and staff have logistical support to focus on their core responsibilities.

Success in this role is demonstrated through proactive organization, strong judgment, polished communication, and the ability to anticipate administrative needs before they become obstacles.

This role is best suited for someone who genuinely enjoys helping others stay organized and effective. If you find satisfaction in solving puzzles, anticipating needs, and keeping complex processes moving forward, you will likely thrive in this position.

KEY RESPONSIBILITIES AND DEMONSTRATED COMPETENCIES

Executive Support and Leadership Operations

The coordinator provides operational support to leadership, particularly the CEO, ensuring administrative details do not impede strategic work, while bringing structure and efficiency to the organization’s scheduling and meeting logistics.

Competency is demonstrated when the coordinator:

• Regularly reviews the CEO’s calendar and anticipates upcoming logistical needs.
• Anticipates logistical needs by reviewing leadership calendars and proactively preparing for upcoming meetings.
• Coordinates meeting logistics, including room reservations, catering, and room setup/breakdown (coordinating with facilities as needed) when required.
• Prepares supporting materials for meetings when needed.
• Ensures meetings have clear scheduling information and relevant materials distributed ahead of time.
• Maintains editor-level access to organizational calendars to coordinate meetings across multiple staff members, schedules meetings on behalf of staff when requested, identifying appropriate meeting times and securing rooms when necessary.

Administrative Technology and Documentation

The coordinator demonstrates strong proficiency with administrative technology tools and helps streamline documentation processes.

Competency is demonstrated when the coordinator:

• Produces clear and organized meeting minutes from AI transcription tools for board and committee meetings.
• Creates and manages digital documents including Fillable PDFs and DocuSigns
• Maintains strong proficiency with administrative platforms such as Outlook, Teams, and document management systems.
• Ensures documents are accurate, well-formatted, and professionally presented.

Organizational Research and Administrative Projects

The coordinator supports leadership and operational teams by gathering information and assisting with administrative projects.

Competency is demonstrated when the coordinator:

• Conducts research when requested (e.g., training providers, vendor options, program resources).
• Synthesizes research into clear summaries or options for leadership review.
• Assists with operational projects such as schedule development, administrative planning tools, or data organization.
• Demonstrates strong Excel and data organization skills when supporting operational analysis.

CORE CAPABILITIES AND PROFESSIONAL CHARACTERISTICS

Success in this role requires:

Organizational effectiveness without over-engineering processes

• Maintains strong systems and organization without creating unnecessary complexity.

Professional polish

• Demonstrates strong writing, grammar, and professional communication.
• Represents the organization effectively with staff, clients, donors, and board members.

Judgment and discernment

• Able to make thoughtful administrative decisions when prioritizing schedules, screening candidates, or coordinating logistics.

Technology fluency

• Comfortable with modern administrative tools, digital documents, and workflow systems.

Service orientation

• Enjoys helping others operate more effectively and takes satisfaction in solving administrative problems.

Tenacity and follow-through

• Tracks tasks and ensures processes move to completion.

What This Job Is

This role is ideal for someone who takes pride in making organizations run smoothly. The Administrative Operations Coordinator works behind the scenes to ensure that important administrative details are handled efficiently.

The person in this role:

• Enjoys helping others stay organized and prepared
• Takes satisfaction in solving logistical problems
• Is naturally organized but does not become paralyzed by systems
• Notices small details that others miss
• Is comfortable working across many areas of the organization
• Takes initiative to keep processes moving forward

This role touches many parts of the organization, including:

• executive scheduling and meeting coordination
• documentation and digital workflows
• administrative support for HR and finance
• hiring, recruiting, and onboarding logistics
• front desk coverage when needed
• occasional operational research and administrative projects

People who thrive in this role often describe themselves as:

• highly organized
• resourceful
• calm under pressure
• proactive
• service-oriented
• comfortable managing many moving pieces at once.

What This Job Is Not

This role is not designed for someone looking for a narrowly defined position or a role focused on only one functional area.

This is not a traditional receptionist role, a pure executive assistant role focused on only one leader, a specialized HR position, a finance or accounting role, or a role focused primarily on strategic program development

Instead, this role supports the administrative backbone of the organization and helps ensure operational details do not become barriers to the organization’s mission.

The work can shift from day to day depending on organizational needs. Someone who prefers a highly predictable routine or a narrowly defined set of tasks may find this role frustrating.

However, someone who enjoys variety, problem-solving, and helping others succeed will find the role deeply satisfying.

Background Screening & Drug Test Requirements:

• Hope Haven requires all potential new hires to clear a drug test and Level 2 background screening through the Clearinghouse. For information about this screening you may go to the Clearinghouse Care Provider Background Screening Clearinghouse Education and Awareness website: https://info.flclearinghouse.com

Pay: From $20.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $20