HBA Executive/Office Coordinator

Position:                      HBA Executive/Office Coordinator

Status:                         Full-Time (approximately 50% HBA / 50% HBA Cares)

Reports to:                 Executive Officer (HBA)

Works closely with: HBA Cares Board of Directors

Compensation:          Salary Range: $60,000 – $65,000 annually

Location:                      4585 Hilton Parkway, Suite 100, Colorado Springs, CO 80907

General Position Description:

This full-time position serves as a core member of the HBA team, providing direct administrative support to the Executive Director while also serving as the operational coordinator for HBA Cares and the Remodelers Council. The role is execution-focused, requiring strong organizational skills, attention to detail, and the ability to manage multiple workstreams simultaneously. Strategic direction and final authority remain with the Executive Director and the respective boards and councils.

Key Responsibilities

Executive Director Support

• Provide direct administrative support to the Executive Director, including calendar coordination, scheduling, and meeting logistics.

• Track follow-ups, deadlines, and action items to support timely completion across all workstreams.

• Handle sensitive information with a high level of discretion and professionalism.

• Represent HBA in a polished, responsive, and professional manner in all interactions.

Office & Administrative Operations

• Serve as the primary point of contact for general office needs, including phones, emails, visitors, and inquiries.

• Coordinate day-to-day office operations including supply ordering, meeting room setup, mail handling, and general organization.

• Maintain the HBA master calendar, including conference room bookings, board and committee meetings, and key events.

• Coordinate logistics for select meetings and draft notes or summaries when requested.

HBA Cares Coordination

• Coordinate HBA Cares Board meetings, including agendas, materials, logistics, and follow-up items.

• Serve as a key liaison between HBA and HBA Cares, supporting alignment and communication between both organizations.

• Coordinate logistics for all HBA Cares fundraising events (e.g., Topgolf, Casino Night, Hockey Event), including sponsorship tracking, donor communications, and post-event follow-up.

• Provide administrative support for charitable programs, grants, and nonprofit partnerships, including tracking outcomes and reporting needs.

• Maintain relationships with nonprofit partners and community organizations.

• Coordinate invoices, budget tracking, and financial documentation with accounting support.

• Support nonprofit filings, insurance coordination, and recordkeeping.

• Become certified with the State of Colorado as a games manager for raffles (or willingness to obtain).

Remodelers Council Coordination

• Coordinate Remodelers Council meetings, including scheduling, agendas, and meeting materials.

• Send communications to council members and track follow-up items between meetings.

• Serve as an administrative point of contact for council members and assist with related documentation and recordkeeping.

Marketing & Communications

• Assist with the weekly HBA news email and promotion of education and events.

• Monitor and update the HBA and HBA Cares websites to ensure content is current and accurate.

• Manage social media accounts for both HBA and HBA Cares, including content creation, scheduling, and promotion of events and impact stories.

• Coordinate HBA Cares newsletters, donor communications, and event promotions.

Position Required Qualifications

• Minimum of 3 years of experience in a nonprofit organization and in an executive assistant or administrative support role or equivalent experience.

• Strong organizational and coordination skills with excellent attention to detail.

• Clear, professional written and verbal communication skills.

• Proven ability to manage multiple priorities and deadlines.

• High level of discretion, reliability, and professionalism.

• Comfortable working with boards and committees. donors, volunteers, and community partners.

• Proficiency in Microsoft Office; ability to learn databases, websites, and social platforms.

Preferred Qualifications

• Experience supporting nonprofit boards or foundations.

• Event coordination or fundraising experience.

• Familiarity with association or membership-based organizations.

Physical Demands: 

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. This may include regularly lifting up to 15 pounds and occasionally lifting up to 25 pounds, as well as occasional standing, walking, stooping, kneeling, crouching, or crawling. 

Employee Benefits: 

• Health Insurance – 100% employer-paid • 401K – employer match up to 6%

• Dental Insurance – 100% employer-paid • Paid Vacation – 2 weeks the first year

Health Savings Account – employer contributions • Sick Pay - One hour of paid leave per 30 hours worked, a maximum of 160 hours.

Work Environment: 

Typical office environment for daily operations.

Note: Nothing in this job specification restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Duties may be subject to change at any time due to reasonable accommodation or other reasons. The above statements are strictly intended to describe the general nature and level of work. They are not intended to be construed as a complete list of all responsibilities, duties, and skills required of employees in this position. This job description does not constitute an employment contract.