POSITION SUMMARY:
The Executive Assistant & Administrative Coordinator provides high-level administrative and operational support to the Chief Administrative Officer (CAO) and the Administrative leadership team. This role ensures smooth functioning of the administrative division through effective scheduling, project coordination, information management, budget tracking, and communication support. The position serves as a central connector-helping the CAO and Administrative team remain organized, efficient, and aligned with Akin's strategic and operational goals.
ESSENTIAL FUNCTIONS:
Executive & Meeting Support

Manage the CAO's calendar, scheduling, and priorities.
Plan, schedule, and facilitate logistics for administrative division and leadership team meetings.
Prepare agendas, briefing materials, and follow-up notes to ensure accountability on action items.
Support planning and logistics for board meetings, executive sessions, and retreats as needed.

Administrative Coordination & Project Support

Provide operational support for cross-functional administrative initiatives.
Track progress on projects, ensuring deliverables are completed on time.
Assist in preparing presentations, reports, and briefing materials for internal and external stakeholders.

Budget & Reporting

Support the CAO in tracking administrative division budgets, expenses, and vendor contracts.
Compile and prepare administrative dashboards in collaboration with finance and operations leads.
Maintain well-organized records of budget data, compliance reports, and performance metrics.

Communications & Information Management

Serve as the central coordinator for division-wide communications, ensuring clarity and timeliness.
Maintain shared files, policies, and administrative resources across the division.
Support internal knowledge management by organizing and distributing key documents.

Organizational Support & Planning

Assist the CAO in monitoring progress toward organizational priorities, compliance, and risk management goals.
Coordinate logistics for professional development activities for administrative staff.
Provide flexible support for emerging organizational needs and special projects.

Office Management (Lake City Administrative Office)

Serve as quasi-office manager for the Lake City administrative office.
Assist with elevating and resolving service issues with facilities team.
Coordinate conference room reservations and office scheduling needs.
Facilitate operational aspects of the office including snacks, supplies, and vendor coordination.
Due to the office management responsibilities, this role will be primarily on-site in Lake City (minimum 4 days per week).

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of not-for-profit sector organizational practices and working with complex boards.
Self-motivator who can be relied on to anticipate and identify business needs and address them in a timely manner
Ability to consistently exercise professionalism, discretion, and independent judgment, demonstrating diplomacy, initiative, and resourcefulness
Ability to complete a high volume of high-quality deliverables within specified deadlines
Ability to work a flexible schedule in a dynamic environment
Skill in developing and maintaining effective and positive relationships with multiple constituencies
Ability to think critically and strategically with minimal supervision or direction
Detail oriented and organized, in a fast-paced environment
Excellent oral and written communication, and project management skills
Strong problem-solving skills and ability to facilitate solution-focused results with groups
Proficiency in Microsoft Office Suite, Google Workspace, and collaborative platforms (e.g., Teams, Zoom, project management tools).
Ability to embrace and support Akin's commitment to fostering an inclusive organization

WORKING ENVIRONMENT:
This job is performed in a professional office environment or remotely. The following list is representative of the work environment employees encounter while performing the essential functions of this job:

Moderate noise (i.e., business office with computers, printers, phones)
Typical office lighting and temperatures
Moderate interruptions
Ability to work in a confined area
Ability to sit at a computer for an extended period
Ability to work remotely on a full-time basis if necessary
Infrequent travel to other regional offices may be required

HYBRID WORK ARRANGEMENTS:
Hybrid work is a benefit of Akin's flexible workplace but cannot be offered for all positions. Some positions require daily presence in the office. Hybrid work arrangements may be adjusted or rescinded based upon business needs.
PHYSICAL DEMANDS:
While performing the essential duties of this job, the employee is regularly required to stand, sit, talk, hear, and use hands and fingers to operate a computer and telephone keyboard; occasionally to reach, stoop and kneel

Specific vision abilities required by this job include close vision requirements due to computer work
Regular, predictable attendance is required
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

MINIMUM QUALIFICATIONS:

Proven experience in executive assistance, administrative coordination, or project management.
Exceptional organizational and time-management skills, with the ability to manage multiple priorities.
Proficiency in Microsoft Office Suite, Google Workspace, and collaborative platforms (Teams, Zoom, project management tools).
Strong written and verbal communication skills.
Ability to work independently, exercise discretion, and build strong cross-team relationships.
Demonstrated ability to support teams with diverse identities and backgrounds and embed inclusive practices across administrative work.
Working knowledge of principles of accessibility, inclusion, and belonging.

SALARY RANGE AND BENEFITS:
We provide a comprehensive benefits package, including competitive pay, medical, dental and retirement benefits and paid time off. As required by various pay transparency laws, we share a competitive range of compensation for candidates hired into each position.
The target starting pay for this position is $86,382-$103,646, typically within the first half of the range. Actual offers will be based on individual qualifications relevant to the role and will not take an applicant's pay history into account.
The range above allows our employees room for growth during their tenure in the position.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

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