Administrative Coordinator

Job Summary

The Administrative Coordinator plays a vital role in supporting Inspire Action for Social Change's internal infrastructure. This position blends hands-on administrative support and oversight to ensure our work is organized, efficient, and aligned with our mission. This role serves as a central hub for internal operations, systems development, and administrative support, helping the team function smoothly, collaboratively, and in alignment with Inspire’s mission and values. This position requires strong attention to detail, organizational skills, and the ability to collaborate effectively internally and externally.

Duties and Responsibilities

Administrative and Leadership Support

• Provide administrative support to leadership and other team members, including scheduling, meeting prep, and follow-up.
• Coordinate internal meetings, document decisions, and track action items to ensure follow-through.
• Maintain organizational calendars and support internal communications and scheduling across the team.
• Prepare and edit correspondence, reports, forms, and other documents as requested.
• Manage onboarding logistics and support documentation for new hires, consultants, and partners.

Workflow Management

• Build and maintain advanced Airtable bases (including linked records, automations, and views) to manage deliverables, tracking, and internal coordination.
• Build, implement, and maintain systems (e.g., Google Drive, Airtable, etc.) that support communication, task management, project tracking, and file organization.
• Regularly evaluate system usability and collaborate with staff to identify opportunities for streamlining and improvement.
• Train team members on internal systems, tools, and workflows, and provide them with support for troubleshooting and documentation.
• Maintain version control and access protocols for shared resources and documents.
• Maintain and update an internal knowledge hub (e.g., Airtable, Google Drive) with key organizational documents, templates, and shared resources.

Administrative Oversight and Support

• Manage daily operational functions, including tracking renewals (subscriptions, insurance, software), supporting procurement processes, and maintaining vendor records.
• Conduct comparative pricing and manage documentation for services, vendors, and recurring expenses.
• Coordinate technology platforms and liaise with external vendors and consultants as needed.
• Support compliance, documentation, and reporting processes related to grant and organizational operations.
• Ensure that daily operational practices reflect Inspire’s values of intentionality, transparency, and care, including vendor communications, renewals, and fiscal documentation.

Event and Training Logistics

• Lead logistical coordination for Inspire-hosted events (virtual and in-person).
• Track and manage event tasks and milestones in project management systems (e.g., Airtable).
• Prepare supporting materials such as sign-in sheets, name tags, rosters, breakout group lists, and digital documents.
• Track and manage accurate attendance for all virtual and in-person events.

Data and Records Management

• Maintain accurate records and systems for training, technical assistance, consultant activity, and organizational documentation.
• Track and organize credit card purchases, consultant invoices, receipts, reimbursements, and deliverables.
• Support grant reporting by maintaining clean and up-to-date data for activities and deliverables.
• Ensure shared files and data are well-organized, accessible, and secure.

Cross-Team Coordination and Internal Communication

• Serve as a key internal coordinator to support collaboration across programs and staff teams.
• Document and distribute action items, timelines, and updates related to internal projects and deliverables.
• Help nurture a collaborative, caring, and equitable work environment through intentional systems and support.

Qualifications

• Experience in nonprofit operations, administration, or systems coordination.
• High proficiency in Google Workspace, Airtable, and other cloud-based tools (e.g., project management platforms).
• Excellent organizational skills, attention to detail, and ability to manage multiple projects simultaneously.
• Experience providing executive or administrative support.
• Strong written and verbal communication skills.
• Demonstrated commitment to values of equity, inclusion, anti-oppression, and trauma-informed practice.
• Ability to work independently in a remote team environment.
• Ability to proofread and edit content for readability, correct grammar, spelling, and punctuation.
• Ability to balance multiple projects with competing and shifting deadlines.
• Open to learning new processes, systems, and workflows.

This position description is not intended to be an exhaustive list of all duties and responsibilities assigned to the role. Additional tasks may be required as needed. All additional responsibilities will be discussed with the person in this position before the delegation of such tasks.