What are the responsibilities and job description for the Administrative Coordinator position at Mystic Valley Elder Services?
Administrative Coordinator
The Administrative Coordinator provides high‑quality support to the Leadership, Development and Marketing teams. This role plays a key part in keeping the departments running smoothly by supporting data entry, coordinating logistics, assisting with the development of marketing materials, and helping ensure efficient day‑to‑day operations.
Schedule: This position is full-time, non-exempt, five days a week in the office. No nights or weekends.
Compensation: Starting annual salary is $50,000- $55,000 based on experience. Enjoy comprehensive health benefits and our generous paid time off package.
With a refreshing culture that is supportive, collaborative, and encouraging of diverse perspectives and backgrounds, and a satisfying balance between your work and personal life, why not join the Mystic Valley Elder Services' Team?
Depending on your role and your hours, we offer:
- Flexible scheduling
- Competitive salaries
- Medical, Dental, and Vision
- 403b Retirement Plan with agency contribution after 2 years of employment
- 3 weeks accrued Vacation time
- 3 weeks accrued Sick time
- 13 Paid Holidays
- 30 personal hours
- Ample free parking
- Tuition reimbursement
- Employee referral bonuses of up to $2,000
Job Activities: Key activities of the position are below. Additional duties may be assigned as required.
Top Key Activities:
- Provide administrative support to the Leadership, Development, and Marketing teams, including scheduling, document preparation, data entry, filing, and general coordination. Serve as the primary point of contact for internal office needs, space planning, and operational support.
- Assist with the preparation and coordination of development and marketing materials, including flyers, newsletters, surveys, social media, and more.
- Support day‑to‑day office operations by assisting with supply ordering, inventory tracking, and coordination of shared resources.
- Coordinate internal and external meeting and event logistics and support internal communications and scheduling.
Other Activities:
- Work closely with the Operations and HR teams on projects such as moves, emergency planning, and events
- Maintain cleanliness and organization of shared office spaces
- Draft meeting presentations and minutes, and help with additional administrative tasks as needed
- Other duties as assigned
Key Success Measures:
- Timely, reliable administrative support to the Leadership, and the Development and Marketing departments
- Clear coordination with Leadership, Development team, and Marketing staff to ensure consistency and quality
- Positive staff experience with office resources, space planning, and meeting logistics
- Clean, well-maintained office spaces and successful coordination of cross-departmental projects and events
Qualifications:
- Bachelor's degree preferred
- Excellent interpersonal skills with demonstrated ability to communicate across all levels, including staff, vendors, and external partners
- Ability to maintain confidentiality while working with sensitive information or in sensitive situations
- Highly resourceful team player, with the ability to work effectively independently or as a team
- Private transportation required
- Demonstrates a willingness to take on new tasks with a general attitude that no task is too small, impossible, or cannot be improved
- Strong technical proficiency across a range of platforms, including Microsoft 365 (Word, Outlook, Teams, Excel, PowerPoint), Adobe Acrobat Pro, Zoom, and other web‑based applications. Experience with social media platforms (LinkedIn, Facebook, Instagram), content management systems (website updates and basic publishing), email marketing systems (such as Mailchimp, Constant Contact, or similar), and familiarity with AI tools to support content creation, communication, and administrative efficiency. Comfortable learning new technologies and adapting tools to support office operations, marketing initiatives, and day‑to‑day coordination.
Acceptable Substitutions
- High school diploma or GED plus 4 years of directly related experience.
- Associates degree may substitute for 2 years of experience.
Preferred Qualifications
- Experience with scheduling, document preparation, and filing systems.
- Experience supporting senior leadership or multiple departments
- Familiarity with nonprofit, municipal, or human service environments
- The ideal candidate will live in or adjacent to the MVES service area
Physical Requirements of the Job:
- Regular use of computer, phone, and standard office equipment.
- Ability to sit for extended periods and move throughout the office.
- Ability to lift, carry, push, or pull items up to 25 pounds.
- Occasional travel between office spaces/venues to pick up office supplies or assist with event setups.
Mystic Valley Elder Services is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Salary : $50,000 - $55,000