What are the responsibilities and job description for the Administrative Coordinator position at INTERFAITH ACTION OF GREATER SAINT PAUL?
Position Description
The Executive & Board Administrative Coordinator “Coordinator” provides high-level administrative coordination and support to the Chief Executive Officer and Board of Directors. This role ensures strong organization, communication, and follow-through across executive and governance functions.
The Coordinator is responsible for managing board operations, maintaining executive administrative systems, and supporting coordination across senior leadership as needed. This role is designed to reduce administrative burden on the CEO and strengthen organizational reliability, clarity, and accountability.
This position operates in a fast-paced, dynamic nonprofit environment and requires strong judgment, adaptability, and the ability to prioritize effectively across competing demands.
Responsibilities
Board Administration & Governance Support
- Coordinate all Board of Directors meetings, including scheduling, logistics, and communication
- Prepare and distribute board agendas, packets, and supporting materials in partnership with the CEO
- Record and distribute meeting minutes and track board decisions and action items
- Maintain annual board calendar, including committee schedules and organizational events
- Track follow-up items and ensure timely completion by responsible parties
- Maintain organized board records, documents, and compliance materials
Executive Administrative Support
- Provide administrative coordination support to the CEO, including scheduling key meetings and prioritizing calendar requests
- Proactively anticipate scheduling needs, potential conflicts, and preparation requirements
- Exercise sound judgment in managing competing priorities and determining when to escalate decisions or requests
- Organize and maintain executive files, documentation, and internal tracking systems
- Support preparation of materials for senior leadership meetings as needed
- Track CEO-level action items and ensure appropriate follow-through
- Serve as a central coordination point for administrative tasks requiring executive attention
Organizational Coordination Support
- Support coordination between CFO/COO, Chief Development Officer, and CEO administrative needs as requested
- Maintain shared organizational trackers (projects, deadlines, or leadership follow-ups)
- Ensure consistency and organization of key operational documents and communication materials
- Support logistics for leadership and governance-related meetings or retreats
- Proactively communicate updates, timelines, and follow-ups to ensure alignment across leadership
Systems & Process Support
- Maintain organized systems for document management and administrative workflows
- Identify and implement improvements to administrative and board processes
- Strengthen clarity, consistency, and efficiency in scheduling, documentation, and information flow
- Support continuity and reliability in organizational administrative practices
Key Qualifications
- 3–6 years of experience in administrative, executive support, or coordination roles
- Nonprofit experience preferred
- Strong organizational skills with excellent follow-through and attention to detail
- Experience supporting board or governance functions strongly preferred
- Demonstrated ability to manage multiple priorities and deadlines in a fast-paced environment
- Strong decision-making skills, including the ability to assess situations, prioritize effectively, and act with sound judgment
- Professional verbal and written communication skills
- Ability to work effectively and build relationships in a multicultural, diverse work environment
- Comfortable working with senior leadership and maintaining confidentiality
- Proficiency with Microsoft Office / Teams / SharePoint
Preferred Attributes
- Calm, steady, and highly dependable working style
- Strong systems thinker who enjoys organizing information and creating order
- Proactive and anticipatory—able to identify needs and address them before they become issues
- Clear, consistent communicator who keeps others informed and aligned
- Service-oriented and collaborative across teams
- Adaptable and resourceful in navigating shifting priorities and organizational needs
Time Commitment .75 FTE (~30 hours per week) with occasional flexibility required during board meeting cycles, major organizational deadlines or occasional events.
Salary : $24 - $28