Executive Coordinator

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Position Summary: 

The Executive Coordinator provides comprehensive support to the CEO, Leadership Team and National Board of Directors through the performance of a variety of administrative tasks. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.   

This position supports and contributes to the Ten Thousand Villages mission by:  

Providing efficient assistance to the Leadership Team to advance organizational goals in an organized manner. 

Position Duties/Responsibilities: 

• Provide high-level operational support to the CEO and Leadership Team members. 
• Prepare agendas, schedules and attend Leadership Team meetings; record and distribute minutes. 
• Identify, communicate and follow-up on action steps from meetings and minutes to help hold owners accountable to timelines and responsibilities. 
• Manage all logistics for Board of Directors calls and meetings and attend meetings to record minutes. 
• Support CEO in planning and execution of Board of Directors communications; coordinate reporting and recurring data tables in presentations. 
• Support fundraising efforts including communications with donors, writing thank-you letters, maintaining compliance, and reporting.  
• Provide hospitality to all guests and help to create a welcoming environment; schedule lodging and meals for visitors and artisans as needed; serve as point person with Mennonite Central Committee for the Welcoming Place reservations.  
• Plan domestic and international travel logistics and itineraries for Leadership Team, the National Board of Directors, and Learning Tours.  
• Receive incoming communication or memos on behalf of CEO. Review contents, determine importance, and summarize and/or distribute to appropriate staff. 
• Maintain records and draft letters, memos, invoices, reports, and other documents for Leadership Team.  
• Retrieve information as requested from email, minutes, and other related documents; prepare written summaries of data when needed. 
• Assist with regularly scheduled meetings for planning, logistics, and completion, including distribution of documentation and recording.  
• Assist in planning and logistics for large meetings and events. 
• Recruit, coordinate and manage volunteers for home office. 
• Perform additional duties/responsibilities as requested which contribute to the position's success and the organizational mission.  

Preferred Experience/Knowledge/Education/Skills/Abilities: 

• Four years executive assistant or administrative support experience. 
• Excellent verbal and written communication skills. 
• Excellent organizational skills and impeccable attention to detail. 
• Excellent time management skills with a proven ability to meet deadlines. 
• Ability to function well in a high-paced and at times stressful environment. 
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems. 
• Exceptional project management and the ability to manage multiple priorities.  
• Able to maintain a high level of integrity and discretion in handling confidential information.  
• Proven ability to problem-solver, take the initiative and provide excellent follow through.  
• Extremely proficient with all Microsoft 365 applications or similar software with the ability to learn new or updated software.  
• Experience working with or participating in non-profit, volunteer-based or grassroots-supported organizations; international experience and/or global understanding a plus.