External Relations Coordinator

Job Description:  External Relations Coordinator 

The External Relations Coordinator provides support to the External Relations Leadership Team (ERLT), primarily by providing ongoing assistance in all aspects of donor, parent, alumni, employee and vendor engagements and playing an ownership role in the oversight of administrative tasks. The ERLT consists of the Director of Advancement, the Director of Marketing and Communications, and the Director of Enrollment Management.

The role requires an individual capable of planning, executing and finalizing projects according to deadlines and with close attention to detail. This includes acquiring resources and at times coordinating the efforts of team members in order to deliver projects according to plan. The ER Coordinator may be asked to proactively manage changes, identify potential problems and devise contingency plans on a regular basis.
 

The successful candidate will be flexible, a strong multitasker on many levels and relish the variety and unpredictability of juggling multiple assignments and changing priorities. The ER Coordinator is expected to feel a sense of ownership and involvement in the process, so as to be able to manage all the administrative elements that come together in the successful execution of External Relations projects. The ER Coordinator must ensure discreet handling of all interactions with donors, parents, employees, etc.

 

What You’ll Do:

• Support the Head of External Relations in scheduling, and providing support materials for the full External Relations team meetings and activities.
• Support the External Relations Leadership Team (ERLT) in budget review and management.
• Process expense reports and reimbursements for the ERLT.
• Support the Marketing/Communication team in researching and updating web-based information.
• Perform additional administrative support activities, including but not limited to, fielding telephone calls, receiving and directing visitors, event planning, managing AIS merchandise, and other ad-hoc projects as requested.
• Work with the Advancement database manager to ensure Raiser’s Edge is up-to-date and accurate; including but not limited to, all donor documents, information, notes, emails, and appointments.
• Hold additional office/reception responsibilities as needed to ensure the office is operating smoothly. Provide ad-hoc support to other team members when requested to assist with work overflow as capacity allows, and as determined by the ERLT.
   

• Act as the single point of contact for all key External Relations Team logistical matters.
   
• Build positive relationships and interface regularly with donors, parents, employees and alumni, holding confidentiality.

What We’re Looking For

• Bachelor’s degree preferred.
• A  minimum of 3 years’ experience serving in an administrative function, ideally within a professional services firm.
• Organized multi-tasker: able to manage multiple projects with set deadlines as time management, pattern recognition, prioritization, diligent attention to detail and judgment are critical in this role.
• Resourceful problem solver: ability to work in ambiguous environments and comfortable with the unknown, as well as work well under pressure, solve problems.
• Self-starter: highly motivated, excellent work ethic and self-assured, not easily thrown, able to think on your feet.
• Strong communicator: Exceptional interpersonal and communication skills (both oral and written). Ability to interact professionally with executive stakeholders and colleagues alike.
• Natural collaborator: desire to help foster and preserve a positive, friendly and fun team culture where all are welcome, included, and given the opportunity to succeed. 
• Collaborative team player, with a track record of maximizing the team as well as individual performance.