Office Coordinator

Office Coordinator

Jenna’s Promise

Position Summary

Jenna’s Promise is seeking a highly organized, detail-oriented, and adaptable Office & Operations Coordinator to support the day-to-day functioning of our organization. This role is essential in ensuring smooth administrative operations, effective communication, and coordination across programs, staff, and partners.

The ideal candidate thrives in a fast-paced, mission-driven environment, is proactive, and can manage multiple priorities while maintaining strong systems and organization. This position works closely with leadership and staff to support internal operations, reporting, logistics, and overall organizational effectiveness.

Key Responsibilities

Office & Administrative Operations

• Serve as the first point of contact by answering phones and managing general inquiries
• Monitor and respond to the general inbox (info@jennaspromise.org)
• Schedule meetings and coordinate calendars for staff and leadership
• Maintain organized digital and physical filing systems
• Prepare documents, reports, and materials for leadership and board use

Data Management & Reporting

• Compile and organize data for board reports, funders, and internal use
• Support grant reporting by gathering and organizing required information
• Maintain tracking systems for program, residential, and operational data
• Ensure accuracy and organization of internal databases and records

Facilities & Logistics Coordination

• Manage Jenna’s House rental calendar, including scheduling, setup, and coordination
• Assist with coordination of organizational spaces and logistics
• Support planning and coordination for facilities-related projects as needed

Technology & Systems Support

• Coordinate IT-related needs, including new employee and resident setup
• Provide basic troubleshooting support for staff and residents
• Assist in maintaining and updating internal systems and platforms
• Support website updates and digital tools as needed

Program & Staff Support

• Assist staff with administrative and coordination needs across departments
• Help maintain and organize internal policies, procedures, and documentation
• Assist with onboarding and HR-related administrative tasks

Fundraising & External Support (Support Role)

• Assist with fundraising events and campaigns
• Support donor acknowledgment processes (e.g., thank you letters)
• Help maintain donor records and basic database updates

Qualifications

• Strong organizational and time management skills with attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and work independently
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and general office technology
• Comfort with databases, data entry, and tracking systems
• Experience with administrative coordination, office management, or similar roles preferred
• Experience in nonprofit or mission-driven work is a plus

Preferred Skills & Experience

• Familiarity with donor databases or CRM systems
• Experience supporting reporting or compliance processes
• Basic understanding of IT systems or willingness to learn
• Experience coordinating events or logistics
• Ability to adapt in a growing and evolving organization

Key Attributes

• Highly organized and proactive
• Resourceful and solution-oriented
• Strong interpersonal skills and team-oriented mindset
• Able to handle sensitive information with discretion
• Committed to the mission and values of Jenna’s Promise

Position Details

• Full-time
• Based in Johnson, VT
• Reports to Leadership Team