Job Description

Senior Administrative Coordinator

Reports to: Chief Executive Officer (CEO)

Status: Full-time, Non-Exempt- Monday-Friday

Location: Lafayette, CO

Position Summary

The Senior Administrative Coordinator provides high-level administrative and operational support to the CEO and the organization as a whole. This position ensures smooth daily operations of the office, manages executive scheduling and communication, supports financial and client service processes, and serves as the primary liaison to the Board of Directors. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, mission-driven environment.

Key Responsibilities

Executive Support & Scheduling

• Manage the CEO’s calendar, including scheduling internal and external meetings, coordinating travel arrangements, and prioritizing commitments.
• Prepare materials, correspondence, and presentations as requested by the CEO.
• Track and follow up on key deadlines, ensuring timely completion of tasks and deliverables.

Office Management & Systems

• Oversee general office operations and serve as the point of contact for vendors, including technology and facilities support.
• Maintain organized digital and physical filing systems, ensuring records are current and accessible.
• Manage office supply inventory and coordinate maintenance of office equipment and systems.

Client Services Support

• Answer incoming phone calls and route inquiries appropriately.
• Support client needs and service requests using the organization’s client database (including data entry, updates, and communication tracking).
• Provide backup support to the Client Services team as needed during high-volume periods.

Financial Administration

• Support the CEO with monthly finance tasks, including reconciling receipts, preparing documentation, and maintaining appropriate financial records.
• Assist with invoice processing, expense reports, and credit card reconciliations as needed.
• Maintain confidentiality and accuracy in all financial recordkeeping.

Board & Governance Support

• Serve as liaison to the Board of Directors, ensuring timely communication and professional correspondence.
• Coordinate all board and committee meetings, including scheduling, agenda preparation, packet distribution, and minutes.
• Track board attendance, terms, and key governance documents.

Fundraising Support

• Support the fundraising team with administrative tasks related to donor stewardship and recordkeeping.
• Prepare and send donor thank-you letters, tax acknowledgment letters, and other correspondence as assigned.
• Maintain accurate donor and gift data in coordination with the fundraising team.
• Assist with special projects, fundraising events, and mailings as needed.

Qualifications

• Minimum of 3–5 years of administrative or executive support experience, preferably in a nonprofit or mission-driven organization.
• Strong proficiency in Microsoft Office Suite, Google Workspace, and database systems.
• Exceptional organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities, maintain confidentiality, and work independently.
• Strong interpersonal skills with a service-oriented approach and positive attitude.

Compensation & Benefits

• Hourly rate: $21–$23 per hour, commensurate with experience.
• Eligible for healthcare benefits.
• Very generous paid time off (PTO) policy.
• Supportive, mission-driven workplace culture focused on community impact and work-life balance.

Work Environment

• This position works primarily in an office environment at Coal Creek Meals on Wheels in Lafayette, CO.
• Occasional evening or early morning hours may be required to support board meetings or events.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

How To Apply-

Please send your resume and cover letter to hiring@coalcreekmow.org.

Note: Inquiries without a cover letter will not be reviewed.

Coal Creek Meals on Wheels is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Job Type: Full-time

Pay: $21.00 - $24.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Work Location: In person

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