Development and Administrative Coordinator

Job Summary: The Administrative and Development Coordinator supports the organization’s development department and manages the day-to-day operations of The New Press’s offices. The A primary function of the job entails keeping the Executive Director’s calendar, including extensive scheduling of phone calls, zoom calls, and the ED’s travel within the U.S., as well as general administrative duties, book mailings, and organization of in-office meetings, lunches, and events. The Administrative and Development Coordinator also covers all front desk duties, answering the main telephone lines, greeting visitors, interacting with service providers, and setting a professional tone for the organization.

The Administrative and Development Coordinator liaises with all departments in the organization, making sure colleagues have access to the Executive Director, that the ED is informed of all relevant meetings, and that information is shared appropriately. The Administrative and Development Coordinator also interacts with authors, funders, the New Press Board of Directors, and others; excellent speaking and writing skills, diplomacy and tact are essential.

The position reports to the Chief Finance and Administrative Officer with respect to front desk duties, equipment, and tech support. The Administrative and Development Coordinator also helps organize staff events and works proactively to ensure The New Press has a well-organized and pleasant working environment.

The Administrative and Development Coordinator must be comfortable working independently and collaboratively. Discretion, judgment, and the ability to juggle many tasks and prioritize thoughtfully are extremely important.

JOB RESPONSIBILITIES

Development – Reporting to the Chief Development Officers, the Development and Administrative Coordinator will provide a range of support to members of the development team:

· Provides support to the Executive Director in all areas of organizational management, including scheduling, making reservations, booking travel, preparing meeting materials, mailing books, completing expense reports, etc.

· Provides administrative support to the development department, particularly with respect to individual donors and board members, including database updates, mailings, tax letters, preparation of board packets, and other support as needed.

ADMIN/OFFICE MANGEMENT – Reporting to the Chief Finance and Administrative Officer, the Development and Administrative Coordinator will help to ensure a smoothly functioning work space for New Press employees and guests:

· Situated at the front desk, serves as first point of contact for guests and callers.

· Responsible for maintaining the organized and orderly appearance of the New Press offices, including conference rooms and kitchen area.

· Meeting prep and cleanup for senior staff lunches, board meetings, special events, including presentation and hospitality for guests.

· Organizes occasional staff events.

· Responsible for troubleshooting/ placing service calls for office equipment (copiers, postage meter, phones, AC unit, fax machine, etc.).

· Oversees mailing services operations; receives, sorts, and distributes mail.

· Maintains/oversees purchase of office and kitchen supplies, etc.

· Other administrative and support activities as required.

REQUIRED EDUCATION AND EXPERIENCE

The ideal candidate will have:

· A Bachelor’s degree.

· At least 18 months of admin experience with a thorough knowledge of standard office procedure include correspondence formatting, phone etiquette, mailing procedures, meeting scheduling, and travel booking.

· An interest in and commitment to the ideals of The New Press, a nonprofit, public interest publisher.

· Excellent written and oral presentation; a collegial demeanor and strong interpersonal skills.

· Accuracy and attention to detail.

· Exceptional organizational skills, pro-activeness and initiative, and a high energy level.

· An ability to juggle multiple projects, provide status updates, and (with time) anticipate needs.

· A propensity to meet deadlines.

· Ample experience with MS Office (including Excel) and a general facility with digital/tech matters.

· This position also requires a high degree of diplomacy and discretion.

· $48,000 a year for 4 days (32 hrs) a week

· includes benefits

· Reports to the Chief Development Officer and the Chief Finance and Administrative Officer