Executive Administrative Coordinator at IRWIN A AND ROBERT D GOODMAN COMMUNITY CENTER – Madison, Wisconsin

Job Title: Executive Administrative Coordinator

Reports To: Vice President of Philanthropy and Community Engagement

Position Type: Regular, full-time

FLSA Status: hourly

Salary: Starting $23.00 per hour

Benefits: Eligible

Position Description

The Executive Administrative Coordinator plays a central role in supporting the daily work of our organization. This position serves as a trusted partner to the Goodman Center Executive Team, providing administrative and operational support across many areas of the center. The position coordinates scheduling and meeting logistics, assists with operational activities to maintain an efficient office environment, and supports communications and development activities. By keeping systems organized, communication responsive, and the office welcoming and efficient, this role helps create the foundation that allows our staff, programs, and community partnerships to thrive and advance our mission.

Responsibilities

Executive Administrative Support

• Serve as a trusted partner to the Executive Team providing administrative and organizational support
• Manage complex calendars, schedule meetings, and coordinate meeting logistics with staff, board members, donors, and external partners
• Prepare correspondence, meeting materials, meeting documentation, and reports; handle confidential information; support follow-up on action items as needed.
• Coordinate logistics and prepare materials for board meetings.
• Support staff meetings, organization-wide events and campaigns, and special initiatives.

Office Management & Operations

• Oversee day-to-day office operations to ensure a welcoming, organized, and well-functioning workplace
• Serve as the front desk point of contact by greeting visitors and responding to general inquiries
• Manage office systems such as incoming mail and office supplies inventory and ordering

Communications & Development Support

• Support development and communications efforts, including preparing donor correspondence and acknowledgment letters.
• Monitor digital channels (e.g., organizational email, social media inboxes, and online reviews) and respond or route inquiries as appropriate.
• Assist with content updates and routine communications, including website updates, photo database organization, blog and social media support, and preparation of routine public communications
• Assist with maintaining accurate donor records, including basic data entry, data cleaning, and record updates within the donor database.

Qualifications

• Exceptional organizational and time management skills with strong attention to detail and accuracy
• Demonstrated ability to manage multiple projects, set and adjust priorities, and problem-solve effectively
• Self-motivated, reliable and able to work independently and collaboratively
• Excellent verbal and written communication skills
• Strong interpersonal skills with demonstrated ability to build relationships and collaborate
• Ability to handle confidential information with professionalism and discretion
• Strong computer skills, including Microsoft Office suite; comfort learning new systems and databases
• Familiarity with social media platforms and digital communication tools
• Enthusiasm for community-focused work and alignment with our organizational mission and values of community, integrity, caring, respect, trust, and equity.
• Ability to work occasional evening
• Preferred minimum 2 years of experience in a collaborative support role, such as executive level support, board relations, project management, or events coordination

Benefits

• Goodman Community Center offers generous health and dental plans as well as vision, life insurance, short-term disability, a 403(b)-retirement plan, and a team member assistance program.
• Free onsite childcare for all employees upon hire, pending program availability (ages 3+)
• Free access to on-site Lussier Fitness Center
• Employee discount on room rental
• Generous PTO

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to: sit, stand, walk, bend; and occasionally push, pull, lift and carry objects (up to 25 pounds); sufficient mobility to attend frequent meetings and appointments in community settings; and drive. Job requires frequent verbal and written communication. Computer, telephone, copier, and fax use are required.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.