POSITION TITLE:                     Administrative Coordinator

DEPARTMENT:                         Human Resources

REPORTS TO:                          Manager, People Operations + Culture

LOCATION:                              Columbus, OH

POSITION OVERVIEW
The Administrative Coordinator plays a critical role in supporting the organization’s day-to-day operations and administrative functions across teams.  This position requires exceptional organizational skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced, dynamic environment.

The Administrative Coordinator is responsible for complex calendaring and scheduling, preparing and maintaining accurate reports and records, and ensuring thorough documentation of Board, Executive Committee, and key organizational meetings. The role also provides coverage for front desk operations as needed to ensure continuity of service.

ESSENTIAL FUNCTIONS

Calendaring & Scheduling
Manage heavy and dynamic calendars for multiple staff and executive team members, balancing competing priorities and making real-time adjustments as needed.
Coordinate meetings across multiple time zones and internal and external stakeholders, ensuring clear logistics, timely communication, and accurate calendar details.
Anticipate scheduling conflicts and proactively recommend solutions to support efficient use of time and smooth workflow.
Meeting & Governance Support
Prepare, record, and distribute accurate meeting minutes for all Board and Executive Committee meetings in accordance with established timelines.
Provide audiovisual (AV) setup and operational support for meetings, ensuring equipment is prepared, functional, and issues are addressed promptly to support meeting continuity.
Maintain and organize official Board and Executive Committee records, ensuring prior-month meeting minutes are reviewed, finalized, approved, and properly archived after each meeting, in accordance with established quality standards, timelines, and accuracy requirements.
Coordinate and process Board and Executive Committee resolutions, including obtaining required signatures promptly and filing fully executed documents in the designated resolution folder immediately following meetings.
Track and document all electronic votes (e-votes), including related email correspondence, ensuring each action is accurately recorded and stored in the appropriate governance folders.
Reporting & Documentation
Build and maintain HR and Finance reports as assigned, ensuring data accuracy, consistency, and timely completion.
Compile and organize information for recurring and ad hoc reporting, including payroll-related data and compliance requirements.
Track, reconcile, and report monthly expenses for staff, ensuring completeness, accuracy, and adherence to internal reporting standards and deadlines.
Administrative Support
Provide comprehensive administrative support primarily to the HR and Finance teams, with additional support to other departments and staff as needed.
Maintain confidential records and files, handling sensitive information with discretion and in accordance with organizational policies.
o    Provide project and research support, including gathering information, tracking tasks, and supporting follow-through as assigned.

o    Oversee the inventory, maintenance, and upkeep of organizational equipment and property, ensuring assets are functional, tracked, and properly maintained.

o    Coordinate and manage building maintenance services, serving as the primary point of contact to ensure requests are addressed promptly and fully resolved.

·         SCHEDULE REQUIREMENTS

o    This is an exempt position that requires schedule flexibility, including availability during early mornings (as early as 7:00 a.m.) and evenings (after 5:00 p.m.), as needed to support Board and organization-related meetings and events.

QUALIFICATIONS

o    Maintains a polished, professional appearance in demeanor and dress, appropriate for a Board- and executive-facing role.

o    Demonstrates a friendly, personable, and service-oriented approach, with a strong commitment to internal and external customer service.

o    Exhibits sound judgment, discretion, and integrity in handling confidential and sensitive information.

o    Builds trust and works collaboratively with staff across departments to support shared goals and achieve results.

o    Possesses advanced administrative and technical skills paired with a proactive, solution-oriented mindset.

o    Brings a broad range of experience and comfort managing complex situations, with the initiative, judgment, and cultural awareness needed to uphold and represent JewishColumbus’ values and organizational culture.

PREFERRED EXPERIENCE

o    5+ years of progressively responsible administrative or executive administrative experience, supporting senior leaders, cross-functional teams, or governance bodies in a professional office environment.

o    Demonstrated ability to work effectively as part of a team, balancing multiple priorities and collaborating across departments.

o    Advanced proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, Outlook, Teams, and Planner, with the ability to produce accurate, professional-quality documents and reports.

o    Strong experience creating forms and fillable PDFs using Adobe Acrobat, including formatting, version control, and usability considerations.

o    Working knowledge of Zoom, and familiarity with Salesforce and Foundant (or similar CRM and grants-management systems) preferred.

KEY COMPETENCIES

o    Attention to Detail: Ensures accuracy in meeting minutes, reports, and documentation.

o    Adaptability: Comfortable working with shifting priorities and schedules, including early mornings and evenings.

o    Professionalism: Maintains confidentiality and demonstrates discretion in all interactions.

o    Communication Skills: Clear and effective verbal and written communication with internal and external stakeholders.

o    Problem-Solving: Ability to anticipate needs and resolve scheduling or reporting challenges proactively.

o    Collaboration: Works effectively across all departments, teams, and with executive leadership.

PHYSICAL REQUIREMENTS

o    Frequent walking, bending, standing, and rearranging light furniture such as tables and chairs.

o    Prolonged periods of sitting at a desk.

o    Must be able to lift to 25 pounds at times.

APPLY
Please submit your resume to talent@jewishcolumbus.org.

JewishColumbus is an equal opportunity employer that celebrates and welcomes people of all identities and backgrounds. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, age, national origin, disability, veteran status, or other applicable legally protected characteristics.