Administrative Coordinator | 10 hours/week | remote role in NYC area | Non-profit Alumni Network
Our client is looking for a Part Time Administrative Coordinator for a virtual role (in greater NYC area). This job is approximately 10 hours per week and the schedule is flexible.
Our client is a real estate based alumni network associated with a prestigious university. Their members are people working in real estate across the US and current students studying real estate (undergrad and grad level).
We are assisting them in searching for and screening possible candidates for this job. If selected, you would be an independent contractor, working directly with our client.
This role is remote, with a preference given to candidates in the NY/NJ/CT area for occasional in-person meetings in NYC. The role is 10 hours per week, occasionally more to ramp up for an event, and flexible hours. Candidates must have 2-3 years+ of administrative/operations experience, to be considered.
The crux of this job is to be the person managing all the projects (deliverables, to-dos, etc.) and to keep everything moving. To track everything and have a sense of where things are. Follow-up and organization are key.
Leadership and Membership Coordination:
-Act as the primary liaison between the Board of Directors and members.
-Efficiently implement strategies and directions set by the Board.
-Oversee and manage student and young alumni intern assignments, including processing timesheets and project tracking.
-Provide robust support to leadership teams across multiple initiatives, such as Women, DEI, Career Advisory Program, and Regional Chapters.
Event Planning and Execution:
-Lead the planning and execution of Annual Conference and other significant events, both on-campus and remotely.
-Manage relationships and contracts with various conference-related vendors, including graphic designers, photographers, caterers, and award suppliers.
-Oversee the distribution of marketing materials across multiple channels and track sponsorship engagements.
-Handle the logistics of event contracts, marketing strategies, and programming assistance in collaboration with on-campus representatives.
Accounting and Financial Management:
-Working in QuickBooks for bill payment. (Can teach as long as comfortable with financial work.)
-Conduct bookkeeping activities, including year-end bank statement reconciliation.
-Coordinate with external accounting firms for 501(c)(3) filings and compliance reporting.
Administrative Excellence:
-Schedule and organize Monthly Board Meetings, including agenda preparation and transcription of meeting minutes.
-Maintain meticulous records of the organization’s activities and documents.
-Undertake additional projects as required, providing ad hoc administrative support.
Technology and Social Media Enhancement:
-Oversee and update website, collaborating with freelance web designers as needed.
-Develop, draft, and disseminate the quarterly newsletter and blog posts as directed by the Board.
-Regularly update the website with current information related to leadership changes, conference announcements, and other dynamic content.
-Manage and monitor social media presence across platforms like Facebook, Instagram, and LinkedIn, including LinkedIn Regional Chapter groups. They have a volunteer who does a lot of the creation and posting but this role oversees and assists. The more familiar this person is, the better.
Membership Engagement:
-Keep track of membership statistics and trends.
-Craft and distribute the quarterly membership newsletter.
-Address and respond to member inquiries and communications.
-Collaborate with on-campus student organizations for strategic marketing efforts.
Qualifications: The ideal candidate will possess three critical competencies:
1. Exceptional organizational skills and attention to detail, vital for managing various tasks including event coordination and member engagement;
2. Strong communication abilities, both written and verbal, to effectively connect with members, leadership, and external stakeholders; and
3. Proficiency in technology and social media, essential for maintaining our digital presence and communications.
Tech: MS Office, Dropbox, QuickBooks, zoom, social media (Facebook, Instagram, and LinkedIn), Also maybe GDrive, website management software, newsletter software, project management software – need someone tech savvy who figures things out.
Salary: $50/hr. No benefits associated with the job.
DETAILS AT A GLANCE
JOB TITLE: Administrative Coordinator
HOURS: 10 hours per week, occasionally more. Exact schedule can be flexible.
LOCATION: Remote role. Preference for candidates in the NY/NJ/CT area for occasional in-person meetings in NYC.
SALARY: $50/hr. No benefits.
START DATE: early 2025
APPLICATION DEADLINE: ASAP
HOW TO APPLY: Click on the apply button to send your resume to TSS. Please make sure to reference the job title. Please also mention if you are interested in full time or part time and if you are open to the office management duties as well.
This role is a FULL TIME position sourced through TSS. You would be an independent contractor and paid by the client company but we would represent you up until the offer stage.