Administrative Coordinator for Impact

Impact www.impact-coaches.com has been growing steadily since its inception in 2003 and is now looking to hire a full time employee for administrative and operations support to help with Impact’s day to day operations. The position will start as soon as possible; the salary is flexible and to be discussed.

To apply please email your resume to: sandra@impact-coaches.com

Character Traits: Administrative Coordinator

  • Motivated self-starter
  • Highly detail oriented
  • Strong attention to quality
  • Organized, capable of multi-tasking and of managing several priorities
  • Ability to make decisions and be flexible
  • Strong written and verbal communications skills
  • Strong problem solving abilities
  • Strong communication and interpersonal skills – pleasant phone disposition
  • Demonstrated capacity to work independently and solve problems, yet at the same time work collaboratively with others
  • Comfortable working in an virtual environment
  • Strong technology background
Area Tasks
Organization
  • File management both paper and electronic
  • Email/Mailbox management
  • Contact management – updating contact lists, keeping contacts organized by category, adding new contacts, getting contacts from coaches so we have a complete database
    • On-line storage management e.g. Drop box management
Travel Management
  • Booking and coordinating all travel including hotel for Sandra and coaches
  • Maintaining expenses records of all travel arrangements and ensuring they are appropriately input onto Harvest for appropriate project
Calendar Management
  • Maintain/coordinate Sandra’s calendar:
  • scheduling regular coaching meetings
  • scheduling all DFS / Impact related meetings
  • Management of meeting logistics eg. meeting rooms booking, lunches and set up conference call in number / SKYPE etc.
  • Assist Coaches calendars / Impact scheduling as required
Group Coaching / Large Project support
  • Assisting with preparation and facilitation of large meetings
    • Booking meeting rooms, research, photocopies of handouts, note taking, etc.)
  • Booking individual coaching / 360 interviews as appropriate
  • Research, surveys, interviews
  • Document formatting, editing and proofreading
  • Conducting follow-up (closing emails and feedback, collecting and filing documents for future use)
  • Drafting follow-up notes
Sandra Support
  • Inputting hours / expenses on Harvest
  • Managing Sandra’s coaching files
  • Adding notes to Sandra’s coaching files when necessary
Coach Support
  • Inputting hours / expenses on Harvest when as needed
  • Provide admin support (calendar management) as needed
Other administrative duties 
  • Maintain office supplies
  • Ordering books and coaching material when necessary
  • Courier and Post office – sending mail and courier when required
  • Other administrative duties as directed by Sandra or coaches
  • Formatting and maintaining a professional impact image with all communications and marketing material
Research
  • Conduct research as required
  • Market research
    • Research on new clients
    • Research into competitors
Managing the BD Process
  • Organizing meetings (booking lunches, etc.)
  • Tracking follow up
  • Make sure coaches are on a schedule
Assessment Administration

 

  • Coordinate with coaches to set up assessments and 360 interviews
  • Coordinate with coaches to set up assessments debriefs and 360 interviews debrief
  • TMP debriefs and interviews
Client Welcome / Feedback / Follow up
  • Welcome package including Intro to Impact, contact information of coach, tutorial on coaching notes, preparing for first meeting, potential scheduling
  • Closing coaching files, Harvest
  • Sending close out feedback / follow up email to clients / coachees
TN process
  • Maintain TN files
  • Renew coach’s TN’s as needed and support coach in all required documentation
Proposals Management

 

  • Creating proposals for new small or large scale coaching projects with input from Sandra and coaches
  • Maintaining and updating proposals as they’re created / edited

 

Impact’s Administrative Coordinator is…

  • Motivated self-starter
  • Highly detail oriented
  • Strong attention to quality
  • Organized, capable of multi-tasking and of managing several priorities
  • Ability to make decisions and be flexible
  • Strong written and verbal communications skills
  • Strong problem solving abilities
  • Strong communication and interpersonal skills – pleasant phone disposition
  • Demonstrated capacity to work independently and solve problems, yet at the same time work collaboratively with others
  • Comfortable working in an virtual environment
  • Strong technology background
    • Experience with DropBox and / or online project management
    • Proficient in Microsoft Office
    • Strong in Powerpoint and Excel
    • Social media an asset
Filed under: Great Jobs for Moms

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