Administrative Coordinator

Position Announcement

POSITION TITLE: Administrative Coordinator

LOCATION: Oakland, California/Hybrid

STATUS: Exempt/(Temp to Hire)

APPLY BY: Open Until Filled

This position, available immediately, is an exciting opportunity to join the staff at PolicyLink.

PolicyLink is a national research and action institute advancing racial and economic equity by Lifting Up What Works®. For more information, please visit our website at: www.policylink.org_._

Position Overview

PolicyLink is looking for a highly skilled Administrative Coordinator to support the Manager, Office of the President and CEO.

The position provides administrative support to the Office of the President and CEO and will provide temporary administrative support, including scheduling, for the COO. The primary responsibilities include but aren’t limited to scheduling, coordinating meetings, managing travel logistics and reimbursements, and other duties as necessary.

The candidate must have a minimum of three years of solid administrative and scheduling experience. Prior experience working with the schedules of top-level executives in an administrative capacity is required.

The candidate will have exceptional organizational and communication skills, strong people skills, experience with the Microsoft Office Suite (including Outlook), the ability to manage multiple assignments, pay very careful attention to detail, and enjoy working in a fast-paced environment.

Primary Responsibilities

• Schedule a high volume of small and large meetings (both internal and external), including in-person meetings and conference calls.

• Oversee meeting logistics, e.g., location, phone/dial-in information, communication with attendees, catering (when needed).

• As guided and directed by supervisors, receive and screen communications and invitations to the President and CEO (telephone calls and e-mails) and refer inquiries to other staff members as appropriate.

• Diligently and tactfully follow up all scheduling requests via email and phone directed to the President and CEO and the COO.

• Gather, enter, and/or update data to maintain departmental records and databases, as appropriate; establish and maintain files and records for the two offices.

• Coordinate travel arrangements for the President and CEO (occasionally working with a PolicyLink travel agent).

• Prepare detailed travel itineraries, including important numbers, locations, and contact names.

• Track and submit travel and honoraria reimbursement requests and timesheets for the President and CEO to the Finance team.

• Process credit card and expense reports for the President and CEO.

• Assist with scheduling and organizing board meetings, coordinate travel arrangements for Board members, and distribute Board meeting materials.

• Assist with other personal matters (thank you notes, errands, etc.).

Qualifications

• Minimum of three years of direct scheduling and administrative experience in an office environment.

• Must possess excellent oral and written communication skills, knowledge of proper grammar, spelling, and punctuation.

• Must be able to work well under conflicting deadlines and in a very fast‐paced environment where change can be a constant.

• Ability to multitask and make sound decisions regarding time-sensitive communications.

• Previous experience managing complex travel arrangements.

• High level of comfort working electronically, i.e., operating a computer, organizing and tracking email, maintaining an online filing and folder storage system.

• Excellent communication skills to effectively, crisply, and quickly interact with all levels of staff, including senior-level leadership.

• Ability to scan, prioritize, and track a high volume of emails and scheduling requests.

• Must be a quick learner who can absorb new processes and follow communications templates.

• Ability to maintain regular check-ins with supervisors regarding workload/capacity, priorities, and any challenges or difficulties with assignments.

• Must have room for flexibility in schedule and be reachable on weekends or nights, if a scheduling or traveling emergency arises for the President and CEO.

• Enjoy and excel at work that is extremely detail oriented.

• Ability to effectively operate standard office equipment such as scanners, photocopiers, and multiple-line telephone systems.

• Ability to take initiative, use good judgment, and ask questions as needed.

• Ability to operate independently and as part of a team—this position will work closely with administrative staff across the organization.

Compensation

The salary range for this position is $70,000 – $80,000. Salary commensurate with experience.

How to Apply

We accept online applications only.

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Please note: No phone calls please. Only those selected to participate in our hiring process will be contacted.

EQUAL OPPORTUNITY EMPLOYMENT

PolicyLink strongly values equity and believes in a just and fair society where all can participate, prosper, and reach their full potential. We work towards a more inclusive world and as such we are an equal opportunity employer and do not discriminate against any employee or applicant for employment because of race, skin color, ethnicity, religion, gender, sexual orientation, national origin, disability, age, marital status, military status, pregnancy, or parenthood. PolicyLink is committed to maintaining a diverse and multicultural working environment.

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