Key Responsibilities Handling administrative requests and queries from senior managers: Receive and respond to requests and inquiries from senior managers. Provide necessary information or redirect queries to the appropriate person or department. Ensure timely and effective communication between senior managers and other team members. Organizing and scheduling appointments/meetings: Manage calendars of senior managers and schedule appointments based on priority and availability. Coordinate with internal and external parties to schedule meetings and appointments. Send out calendar invitations and reminders to participants. Setting up internal and external meetings: Coordinate logistics for internal and external meetings, including venue, equipment, and materials. Prepare meeting agendas and distribute them to participants in advance. Ensure that required resources and documents are available for meetings. Planning meetings and taking detailed minutes: Assist in planning meetings by organizing agendas, presentations, and materials. Attend meetings and take accurate and comprehensive minutes. Summarize key discussions, decisions, and action items from meetings and distribute them to relevant stakeholders. Handling files and paperwork: Organize and manage physical and digital files for district/state coordinators/activists. Maintain a systematic filing system for easy retrieval of documents. Assist in document creation, formatting, and editing as needed. Updating and maintaining records for regulatory and legal compliance: Regularly update and maintain records related to regulatory and legal compliance. Ensure that documents are stored appropriately on the organization's website and OneDrive (or other cloud storage). Collaborate with legal and compliance teams to ensure accurate record-keeping. Coordinating with program and accountants: Collaborate with program managers and accountants to gather and organize documentation. Assist in preparing documentation for audits, financial reporting, and program evaluations. Track financial transactions and ensure proper documentation. Maintaining relationships with mentors and volunteers: Engage with mentors and volunteers to provide support, answer questions, and address concerns. Assist in setting up mentor-volunteer interactions and track their progress and impact. Foster a positive and collaborative relationship with mentors and volunteers. Facilitating/recording daily transactions: Record daily financial and administrative transactions accurately. Ensure that all transactions are properly documented and filed. Tracking and ensuring upkeep of center premises: Monitor the condition of the center premises and ensure cleanliness and functionality. Coordinate with maintenance staff or external vendors for repairs and upkeep. Interacting with members of the organization: Communicate with various members of the organization for meetings, documentation, and record maintenance. Act as a point of contact for administrative-related matters. Providing general administrative support: Be responsive to the needs of other team members and offer assistance where needed. Handle miscellaneous administrative tasks that arise in a dynamic work environment. About Company: Empower People is an organization singularly focusing on working with victims and potential victims of human trafficking (bride trafficking to be precise) and honor crimes against women. The organization is gradually taking the form and shape of a social movement, with a few community-based organizations, activist individuals, and groups. The organization was started first through an educational initiative called career development corner (CDC) in 1999 and later through EMPOWER PEOPLE in 2006 with a singular focus on empowerment and rescue of victims of bride trafficking with the active engagement of religious/ethnic leaders, community members, and other stakeholders.
Role Overview: As an Administrative Coordinator at Empower People, you will play a crucial role in supporting senior managers and ensuring smooth operations within the organization. Your responsibilities will involve handling administrative requests, scheduling appointments and meetings, coordinating internal and external events, maintaining records for legal compliance, facilitating daily transactions, and providing general administrative support to the team. Key Responsibilities: - Handle administrative requests and queries from senior managers by responding promptly and redirecting inquiries as needed. - Organize and schedule appointments and meetings for senior managers, including sending out invitations and reminders to participants. - Coordinate logistics for internal and external meetings, prepare agendas, and ensure required resources are available. - Plan meetings, take detailed minutes, and distribute key discussions and action items to stakeholders. - Organize and manage physical and digital files, maintain a systematic filing system, and assist in document creation and editing. - Update and maintain records for regulatory and legal compliance, collaborate with legal and compliance teams for accurate record-keeping. - Collaborate with program managers and accountants to gather and organize documentation for audits and financial reporting. - Engage with mentors and volunteers, set up interactions, track progress, and foster positive relationships. - Record daily financial and administrative transactions accurately, ensure proper documentation, and track financial transactions. - Monitor center premises, ensure cleanliness and functionality, coordinate repairs, and interact with maintenance staff or vendors. - Communicate with various members of the organization, act as a point of contact for administrative matters, and provide general administrative support. Qualification Required: - Bachelor's degree in Business Administration, Management, or related field. - Proven experience in administrative support roles, preferably in a nonprofit or social services organization. - Strong organizational and time management skills with the ability to multitask and prioritize tasks effectively. - Excellent communication and interpersonal skills to engage with stakeholders at all levels. - Proficiency in MS Office suite, document management systems, and cloud storage platforms. - Knowledge of legal and regulatory compliance requirements for record-keeping and documentation. - Ability to work independently, collaborate with cross-functional teams, and adapt to a dynamic work environment. (Note: The additional details about Empower People organization have been omitted as they are not directly related to the job role.),