Administrative Coordinator

Job description

About Smart Columbus

Smart Columbus, an entity of the Columbus Partnership, is an agile, collaborative innovation lab that that serves the Columbus Region by anticipating and advancing what is new and next at the intersection of technology and community good.

We seek to increase access to opportunity and an improved quality of life by promoting thought leadership on the future of cities, fostering an ecosystem of regional partners, and deploying human-centered technology in mobility, sustainability, digitalization, and urban technologies.

Position summary

This is an important position in a dynamic, fast-paced environment. We are seeking a resourceful candidate with diverse skills and interests to become an integral part of the organization.

The ideal candidate can work independently, anticipates organizational needs and challenges, and is committed to efficiency. The administrative coordinator juggles several projects while managing various priorities with evolving requirements.

This team member must be comfortable quarterbacking internal initiatives and deadlines while balancing business needs.

This position is based in Columbus.

Essential duties and responsibilities

● Manage and prioritize executive director calendar (coordinate, schedule and confirm meetings, including travel).

● Coordinate staff meetings and build agendas, and track progress of action items.

● Assist in execution of projects through creation of deliverables, scheduling meetings, and following-up on open action items.

● Oversee office hospitality, including greeting guests, managing phones, preparing conference rooms, and maintaining common areas.

● Assist with the coordination and preparation of formal, large meetings, including tracking attendance, drafting communication and pre-read materials, venue selection and catering.

● Manage vendor and supplier relationships, including repairs, utilities, and maintenance.

● Manage office supply inventory and coordinate with the Columbus Partnership team to identify cost and process efficiencies.

● Support financial processes, including expense reports, invoices, and budgeting.

● Manage recruiting initiatives, including posting new roles, tracking applicants, and scheduling interviews.

● Coordinate new-hire onboarding and scheduling.

● Provide administrative support to occasional after-hours events and meetings.

Reports to

Director of Operations

Skills and qualifications

● 4-6 years of professional administrative experience.

● Excellent written and verbal communication skills.

● Excellent attention to detail.

● Expert proficiency in Microsoft Office.

● Experience with document formatting and basic graphic design.

● Demonstrated past success within complex and fast-paced environment with the ability to prioritize, multi-task, and manage time effectively.

● Collaborative, can-do spirit that works well under pressure.

● Proactive, resourceful, and efficient.

● Demonstrated success recognizing potential problems, and taking initiative to enact solutions.

● Personal commitment to advancing diversity, equity and inclusion

● Handles confidential matters with discretion and professionalism.

● Self-directed and confident working independently.

● Comfortable managing up.

We offer

● Unique opportunity in an award-winning, entrepreneurial nonprofit located on the Scioto Mile.

● A team of teams. Smart Columbus is an entity of the Columbus Partnership, providing team members an opportunity to be a part of a bigger enterprise and connected to the work of the Columbus Partnership and One Columbus.

● Energetic and collaborative team passionate about making a difference in the community.

● Superior health and benefits package, including retirement.

● Generous vacation policy and paid holidays.

● Professional development opportunities.

How to Apply

Please send cover letter and resume in PDF format to David Ingmire at .

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

The Columbus Partnership is an equal employment opportunity employer and does not discriminate against any employee or applicant on the basis of race, color, sex, age, handicap/disability, religion, sexual orientation, national origin, U.S. military service or ancestry.