Administrative Coordinator (Executive Support)

This job was posted by https://www.azjobconnection.gov : For more information, please see: https://www.azjobconnection.gov/jobs/7608471 Our Mission and Values: We are passionate about our Mission of Uniting Communities to Alleviate Hunger. You are most likely to find success at United Food Bank if you are motivated by the following values: We are Uniters working together as one united team. We are Cultivators with a growth mindset and willing to try new things. We are Optimists finding solutions that accomplish our mission. Position Summary: The Administrative Coordinator provides high-level administrative support across the organization, with primary support to the Office of the Chief Administrative Officer and the Finance Department. This position carries substantial project responsibility in documentation, systems, and organizational training. Beyond day-to-day administrative support, this role develops and maintains standard operating procedures across departments, builds organizational training materials, and supports the adoption of technology and productivity tools. The ideal candidate is organized, detail-oriented, and professional, with strong writing skills, genuine comfort with technology, and the warmth to represent United Food Bank well to every neighbor, donor, volunteer, and partner who walks through our doors. Responsibilities include, but are not limited to, the following: Documentation, Systems & Training Drafts, edits, and maintains standard operating procedures (SOPs) across departments, working with subject-matter experts to translate complex processes into clear, usable documents. Develops and maintains organizational training materials, including onboarding content, process guides, and reference documentation. Supports the implementation and everyday use of technology and productivity tools across the organization, including AI-assisted workflows and document systems. Maintains organized, accessible digital filing and document-management systems. Identifies opportunities to streamline administrative processes and proposes practical improvements. Executive & Organizational Support Provides high-level administrative support to the Chief Administrative Officer, including scheduling, correspondence, meeting preparation, and follow-up tracking. Prepares and formats professional documents, reports, presentations, and organizational communications. Coordinates meetings and events, including agenda preparation, note-taking, and action-item tracking. Provides administrative support to other departments as needed, coordinated through the Chief Administrative Officer. Finance Department Support Provides recurring administrative support to the Finance Department, including data entry, document preparation, filing of agency invoices. Provides additional administrative support to Finance as needs arise, in coordination with the Chief Administrative Officer. Front Desk & Reception Answers multi-line telephones, routing calls to appropriate staff, takes messages when necessary, gives directions, and offers referral information as requested. Receives and distributes deliveries and supplies arriving at the front desk. Other duties as assigned. COMPETENCIES: Values Focused emphasizes organizational values in their work activities and inspires co-workers to follow their lead. Customer Focused represents the organization warmly and professionally to every visitor, recognizing that first impressions matter. Written Communication writes clearly and professionally; able to turn complex processes into documentation others can follow. Technical Adaptability learns new systems quickly and looks for ways technology can improve how work gets done. Analytical synthesizes complex and/or diverse information. Problem Solving makes timely and sound decisions based on logic l presumptions that reflect information; prioritizes work tasks, goals, and objectives; considers confidentiality of information before sharing with others. Oral Communication speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills, and conducts meetings. Leadership inspires and motivates others to perform well and accepts feedback from others. Quality Management looks for ways to improve and promote quality and demonstrates accuracy and thoroughness. Judgment displays willingness to make decisions, exhibits sound and accurate judgment, and makes timely decisions. Planning/Organizing prioritizes and plans work activities, uses time efficiently, and develops realistic action plans. Safety and Security actively promotes and personally observes safety and security procedures and uses equipment and materials properly. Physical demands and work environment: The physical demands described here a