Executive Coordinator Position Description -
Executive Coordinator Position
THE ORGANIZATION: Progress North is a trusted grassroots organization that is connecting people – individuals and organizations – in northern Wisconsin to advance a hopeful progressive vision for our region and our state. Across race, class, gender, sexual orientation, generation and geography we are working toward three goals: 1.) to engage voters about the issues they care about and to turn them out to support bold, progressive leaders up and down the ballot; 2.) build a coalition of organizations in the region that will come together around a common vision for change that takes on structural racism, gender and economic inequities, and; 3.) to develop grassroots leadership and amplify the voices of the people of northern Wisconsin so that the priorities of our state and local government reflect our experiences.
The Executive Coordinator will work directly with the Executive Director and other staff as assigned in day-to-day activities. Ability to handle confidential material and information with utmost discretion is required. The ideal candidate will be resourceful and able to prioritize multiple tasks, including schedule, travel and event planning, meeting coordination, and drafting / formatting documents in a professional and organized manner. The Executive Coordinator also manages preparation, logistical support, and follow up for the Executive Director with a variety of audiences including funders, fiscal sponsor organization, partner organizations, & other affiliations of Progress North.
ESSENTIAL FUNCTIONS — Essential duties and responsibilities may include, but are not limited to, the following:
Administrative Support (90%)
Oversees schedule of Executive Director: includes appointments with staff and other stakeholders. Responds appropriately with scheduling, delegating, or dismissing requests consistent with priorities. Handles requests directly where appropriate.
Prepares complex, sensitive, and confidential correspondence, documents, agreements, reports, forms, directives, and other communications.
Works with the Executive Director to track ongoing expenses and budget needs/items for the organization. This will include tracking on receipts & on-going communication with fiscal sponsor, as well as providing primary administrative support for completion and submission of expense reimbursements, timesheets, and receipts for organizational expenses.
Plans, coordinates, and schedules meetings, conferences, various events, and complex travel arrangements.
Fields correspondence. Drafts emails and letters. Responds to phone calls.
Tracks and supports executive priorities including hiring and onboarding new staff, funder visits, and fundraising projects.
Works with a cross-organizational team to coordinate logistics at organization-wide events.
Works with the Executive Director to track grants and grant deliverables in a spreadsheet for on-time reporting and other grant needs.
Manages the office space – to include keeping supplies stocked and office clean, sending mail to fiscal sponsor as is necessary, and other duties as needed.
Partner Stakeholder Engagement (10%)
Coordinates leadership retreats that support core volunteer and staff relationship development. Provide administrative support for Progress North’s coalitions and other institutional tables. Coordinate logistics for meetings and support ongoing partnership work.
Detail Oriented – Holds the highest standards of accuracy and precision, is highly organized, meets deadlines and manages multiple tasks in a fast-paced work environment, and possesses excellent verbal and written communication skills.
Stakeholder Focus – Dedicated to continued relationship building and managing internal and external stakeholder relationships. Acts with Progress North and stakeholders in mind, establishes and maintains effective relationships with all internal & external stakeholders.
Interpersonal Savvy – Relates well to all kinds of people, up, down and sideways, inside and outside the organization, builds appropriate rapport, builds constructive and effective relationships, uses diplomacy and tact, can assist in diffusing even high-tension situations comfortably, proven ability to be assertive yet approachable.
Learning Agility – Learns quickly when facing new problems, a relentless learner and open to change; analyzes both successes and failures for clues to improvement, experiments and will try anything to find solutions, enjoys the challenge of unfamiliar tasks, quickly grasps the essence and the underlying structure of anything.
Dealing with Ambiguity – Can effectively cope with change, can shift gears comfortably, can decide and act without having the total picture, isn’t upset when things are up in the air, doesn’t have to finish things before moving on, can comfortably handle risk and uncertainty.
Knowledge and Experience:
Previous office experience is preferred, but not necessary for the right candidate.
Proven ability to manage and prioritize multiple competing projects and tasks.
Strong sense of personal initiative, accountability and follow through.
Strong written and verbal communication skills.
Experience fostering an inclusive environment, an appreciation of differences and social justice in the workplace. Display cultural sensitivity, competency, and professionalism.
Strong computer skills including Google Suite, MS Word, PowerPoint and Excel.
A strong commitment to social, racial, and economic justice and progressive political change.
Enthusiastically promote Progress North’s goals and priorities in compliance with all policies and procedures, and have a deep investment in our shared agenda for change.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Work is performed in a standard office environment which requires occasionally lifting such articles as file boxes or heavier materials with help from others and/or lifting and carrying light objects frequently. A job in this category may require walking or standing to a significant degree or may involve sitting most of the time with long periods of computer work and heavy phone usage. Flexibility to work outside normal business hours that include evenings and weekends and work extended hours to accomplish requirements of the position.
· Salary is commensurate with experience and starts at $20/hour.
· Benefits include accrued paid sick time and vacation time.
REPORTS TO & LOCATION
This position reports directly to the Executive Director. Position will be located in our Superior office, but may include some travel throughout the state/region at times. In response to COVID-19, all employees are resourced to work from home as is needed. So this position can be remotely located in any of our five counties – Ashland, Bayfield, Douglas, Price & Sawyer.
HOW TO APPLY
Send electronic cover letter, resume and three references attention Shawnu Ksicinski, Executive Director, to email@example.com with the subject line Executive Coordinator. Application review will begin April 24, 2023; position open until filled.
Progress North is fiscally sponsored by TakeAction Minnesota, and both are equal opportunity employers. Women, BIPOC, LGBTQIA+, varying abilities strongly encouraged to apply.