Administrative Coordinator

The Administrative Coordinator is responsible for providing administrative and operational support to The Descendants Project staff and executive leadership. This includes the management of various administrative tasks and supporting internal systems, processes, and tools that support organizational efficiency. Expected duties include tasks listed below and those that emerge in response to the organization’s needs.

Position Title: Administrative Coordinator

Reports to: Co-Directors, Deputy Director

Classification: Full-Time, 40 hours per week

Salary: $54,000 annually (Benefits include 100% employer paid health insurance, two days of remote work per week, 24 days of Discretionary Time Off (DTO) + Paid holidays)

Location: Wallace, LA

Supervises: N/A

Duties and Responsibilities

Administrative and Office Support (40%)

• Manage and distribute incoming and outgoing mail for all Wallace-campus locations
• Take notes during meetings and assist with documentation and follow-ups.
• Manage office supplies inventory and ensure the office is equipped with necessary materials (e.g., office supplies, printer paper).
• Assist in organizing and maintaining office files, both electronic and paper.
• Coordinate travel arrangements and accommodations for the co-founders, staff, and external collaborators when necessary.
• Assist with vendor onboarding and processing payments.
• Support HR functions, including updating employee records, benefits administration, and other HR-related documentation.
• Assist with new hire onboarding and orientation

Executive Support (30%)

• Maintain executive leadership calendars, coordinate communication with external parties, and coordinate scheduling for site visits, interviews, and key engagements.
• Manage emails for co-founders (to support with scheduling and press interviews)
• Assist co-founders with expense and transaction reporting
• Assist co-founders during travel when necessary (2-4 times per year)
• Provide administrative support for board scheduling, meeting logistics, and documentation.

Internal Communications (20%)

• Coordinate and maintain cleaning schedule.
• Update calendar with site disruptions (i.e. maintenance, filming, cleaning crew, etc.)
• Manage team calendars and schedule events such as staff meetings, training, etc.
• Manage incoming communications for TDP phone and general email accounts.
• Ensure that office equipment, systems, and the workplace are functioning properly and coordinate repairs or replacements as needed
• Help maintain a clean and safe office environment and report any safety hazards to the appropriate department or personnel.

Event & Program Support (10%)

• Assist with event and program planning and coordination as assigned.
• Stay informed on all community programs and events in Wallace and Laplace, ensuring they are added to the Events Outlook Calendar

Experience & Qualifications:

• High School Diploma or equivalent
• 2+ years of administrative experience in an office environment.
• Experience working with executive leadership
• Strong organizational skills, attention to detail, and proficiency in office software applications
• Strong written and verbal communication skills
• Strong interpersonal skills and ability to work well with others
• Must have the ability to travel nationally or internationally
• Must have a valid driver's license and be able to commute to Wallace, LA at least 3 days per week

Benefits include 100% employer paid health insurance, two days of remote work per week, 24 days of Discretionary Time Off (DTO) + Paid holidays