Job Description

Reporting to the Chief Executive Officer (CEO), the Executive Coordinator is responsible for providing high-level administrative support to the executive team, ensuring smooth operations and facilitating effective communication within the organization. The Executive Coordinator serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Chief Executive Officer and Senior Leadership Team. The Executive Coordinator also serves as a liaison to the board of directors and senior leadership teams; provides administrative support to the administrative departments by managing schedules, coordinating meetings, handling correspondence; and oversees special projects.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Completes a broad variety of administrative tasks for the CEO and the Vice-President, Finance, including managing an active calendar of appointments; completing expense reports; composing and preparing confidential correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and related tasks.
• Plans, coordinates, and ensures the CEO's schedule is followed and respected; provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
• Communicates directly, and on behalf of the CEO, with Board members, donors, Phoenix House Senior Leaders, staff, and others, on matters related to CEO's programmatic initiatives.
• Research prioritizes and follows up on incoming issues, and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the executive team and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior leadership staff.
• Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense of the issues taking place in the environment and keeping the CEO updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for Senior Leadership, including those with organizational impact.
• Assist in planning and executing fundraising events, supporting logistics, coordination, and on-site operations to ensure successful outcomes
• Completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead Phoenix House.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Proficient in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook), with extensive experience in creating professional documents and presentations to support business operations and communication.
• Participates as an adjunct member of the Executive Team, including scheduling and attending meetings; and following up on senior leadership assignments to ensure completion as planned.
• Arranges travel and meetings by developing itineraries and agendas, arranging transportation, lodging and meeting accommodations.
• Represents the CEO with the Board of Directors to answer questions, resolve issues, facilitate the Board’s work, and plan for meetings; develops and maintains effective and supportive working relationships with the Board members; make consistent decisions by advising them of historical precedents, or operational or fiscal constraints.
• Plans, coordinates, and attends Board meetings, including regular meetings, committee meetings, and strategic agency planning meetings; prepares and distributes agendas, minutes, and informational materials including financial statements budgets and strategic/operating plans.
• Acts as the historian for all meetings keeping the agenda on task, taking minutes, and following up on assigned action steps.
• Participates with the CEO and other senior leaders to provide training to Board members.
• Provides proactive assistance to other departments and senior leaders (i.e. acknowledgement of letters and events, grant proposals, expense management, etc.).
• Provides administrative and informational support to the Board as needed.
• Maintains up-to-date contact information and personnel records, rosters, and or charts for committee members, the board of directors, ambassadors, and emeritus.
• Maintains an up-to-date board and committee related manuals and materials (board manual, etc.) and periodically oversees re-publication and distribution.
• Coordinates Agency Senior Leadership/Board annual events calendar.
• Attends all required staff training sessions in accordance with Phoenix House and state licensing requirements and completes all training on time.
• Attends and participates in program and all staff meetings.
• Adheres to and promotes the Phoenix House Mission, Vision, and Values while acting as a role model for others.
• Other duties as assigned.

EDUCATION/EXPERIENCE/CREDENTIALS

• High School Diploma or Equivalent required.
• Bachelor's degree preferred.
• Three (3) to Five (5) years of experience supporting C-Level Executives, preferably in a non-profit organization preferred.
• Must maintain a valid credential (if required for your position) during your employment.
• Must obtain TB test clearance and update on a yearly basis.

KNOWLEDGE, SKILLS, AND ABILITIES

• Demonstrated commitment and adherence to Phoenix House Mission, Vision, and Values: I CARE For– Integrity, Collaboration Appreciation, Respect, Excellence, and Forward-Thinking.
• Proficiency in Microsoft Office suite
• Knowledge in using Canva to design flyers, presentations, and digital communications.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
• Establish and maintain effective working relationships with others.
• Strong attention to detail and highly organized
• Communicate effectively with others both orally and in writing.
• Ability to work effectively in a fast-paced changing environment.
• Excellent time management and organizational skills.
• Ability to be flexible, problem solver, self-directed, customer service-oriented, and collaborative.

Mental Demands

Ability to actively engage with clients in a substance abuse and mental health treatment environment Stress tolerance; working in rural and/or urban environments, participating in client treatment outcomes. Memory and learning; ability to maintain in a constantly changing environment. Emotional intelligence; includes crisis intervention. Work environment travel may be required (varies by location), in-office work.

Physical Demands

Ability to lift and move object as much as 25 pounds with or without assistance, can require extended periods of sitting, standing, walking, or being on your feet especially in the clinical and residential settings. May need to participate in outdoor or recreational activities with clients. Occasional repetitive tasks. Ability to conduct First Aid and CPR in the event of an emergency. Required to undergo regular health screenings such as but not limited to TB test, Covid testing, vaccinations, etc.