Administrative Coordinator (Finance division)

The Choice is managing an immediate temporary-to-hire Administrative Coordinator opportunity with our client, a national conservation nonprofit.

In-office requirements: 8 days a month

Salary: $60,000-$65,000, with some additional salary room depending on more years of experience

The position will support and report to the Chief Finance Officer and is an exciting, new role in the organization.

Qualifications:

• Completed Bachelor’s degree or equivalent combination of education and relevant experience.
• At least 2+ years of experience providing administrative or executive support, including complex calendar management and meeting coordination. Previous experience supporting a finance department would be a very large plus.
• Experience supporting finance operations, such as expense reimbursements, credit card reconciliations, invoice/payment processing, purchase authorizations, and related documentation would be helpful.
• Experience supporting budget cycles (annual planning, reforecasts, and budget tracking), including compiling inputs and maintaining budget files.
• Project management experience preferred, including coordinating timelines, tracking action items, and supporting cross-functional stakeholders.
• Proficiency with Microsoft Office (Excel, Word, PowerPoint) and Outlook (calendar/contacts as a delegate); experience with SharePoint and Concur (or similar expense system) preferred.

Job Duties will include:

• Manage the CFO’s calendar, including scheduling meetings, coordinating logistics (rooms, conference links), sending confirmations, and proactively resolving conflicts.
• Prepare the CFO for meetings by assembling and delivering required materials (agendas, briefings, leave‑behinds) for in‑office, remote, and travel contexts.
• Coordinate and manage complex travel arrangements for the CFO, including dynamic itineraries, flights, ground transportation, and lodging.
• Serve as a communications liaison for the CFO, supporting smooth coordination and information flow between Finance/IT and other departments; keep the CFO informed of upcoming commitments and follow up as appropriate.
• Coordinate the intake, review routing, approval, and signature process for documents submitted to the CFO; communicate status updates to staff.
• Complete administrative transactions for the CFO, including timesheets, expense reimbursements, and related documentation.
• Process incoming and outgoing mail for the Finance department and provide general administrative support as needed.
• Support the Finance department with special projects and meeting coordination, including logistics and follow‑up actions.
• Maintain Finance department tracking tools (project tracker and KPI tracker) and ensure information is current and accurate.
• Process expense and invoice activities, including credit card reconciliations and CFO expense reimbursements (Concur); check requests, purchase authorizations, and PCARD requests; contract processing for the Finance department; and invoice and payment processing.
• Support budgeting activities for the Finance department by compiling and organizing budget inputs, tracking updates, and preparing materials for budget reviews.

This organization has a Covid-19 vaccination requirement. Candidates must be fully vaccinated for Covid.