Administrative Director - Loop : Job Details

Our client is seeking an Administrative Director to ensure efficient administrative operations and serve as the first point of contact for visitors, donors, and clients. The ideal candidate will be proactive and team-oriented, with a passion for nonprofit work and a commitment to exceptional service. This role is essential in shaping first impressions and managing various administrative tasks while focusing on teamwork, kindness, and professionalism.

Responsibilities:

Client and Visitor Relations -

• Greet and welcome visitors and donors with warmth, enthusiasm, and professionalism.
• Answer and direct phone calls, responding promptly to inquiries and addressing needs or concerns.
• Ensure a positive, approachable first impression through in-person, phone, and email interactions.

Administrative Support -

• Manage day-to-day office operations, including scheduling, calendar management, and office supplies.
• Coordinate Board Meetings, including booking venues, preparing materials, and communicating with the Board of Trustees.
• Work with the Accountant to reconcile receivables for all accounts.
• Understand tuition rates and Season Membership information.
• Keep the website up to date with an updated calendar

Team Collaboration -

• Work closely with the Executive Director and staff to ensure smooth internal communication and operational efficiency.
• Provide support to various staff members as needed, ensuring they have the tools and resources to succeed.
• Foster a team-oriented environment by encouraging open communication and collaboration across all levels of the organization.

Communication & Customer Service -

• Serve as a liaison between external stakeholders and staff.
• Handle inquiries, complaints, and requests with tact and professionalism, resolving issues quickly and effectively.
• Maintain a high standard of communication, ensuring all interactions reflect the organization's values and mission.

Process Improvement & Efficiency -

• Identify opportunities to streamline administrative processes and implement solutions that increase efficiency.
• Maintain and organize filing systems, both physical and digital, ensuring that records are accurate and accessible.
• Monitor and maintain office supplies and equipment, ensuring that all resources are available and in working order.

Qualifications -

• Minimum of 3 years of experience in administrative support, office management, or a related role, preferably in a nonprofit setting.
• Proven experience in customer service, with the ability to manage multiple tasks and priorities in a fast-paced environment.
• Excellent verbal and written communication skills with the ability to engage professionally with diverse audiences.
• Strong organizational and time management skills, with an ability to manage multiple tasks and deadlines