Office and Executive Support Coordinator

Tennessee Innocence Project

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Job Summary

The Office and Executive Support Coordinator at the Tennessee Innocence Project is a highly organized and detail-oriented individual who has a passion for cause-based work. Office and Executive Support Coordinator is someone who wears many hats. They’re someone who supports the COO and the entire Executive Leadership team, while also managing office operations and performing basic bookkeeping and clerical tasks. The ideal candidate is a proactive problem solver who thrives in a collaborative environment and is committed to supporting the mission of freeing the wrongfully convicted across Tennessee.

WHO YOU ARE:

• You’re detail-oriented. The little things count. And you care about making sure that all of the t’s are crossed and all of the I’s are dotted.
• You’re organized. Not only are you organized, you prefer to be the one to organize things. You excel in time management. You have an acute ability to manage multiple priorities and deadlines because you are an organized person who thrives in the organized world they create.
• You’re a problem-solver. You’ve never met an issue that you didn’t want to unlock. You love solving puzzles. Half of the fun is the journey of getting there.
• You’re communicative. You know what it means to be responsive. Serenity for you is making sure you hit that Reply button and letting them know you’ve got it and you’re on it.
• You’re proactive. Again, little things only add up to big things if you let them. You like to get in front of them. Also, you maintain a high quality of work and meet deadlines because you would never consider not doing those things.

WHO WE ARE:

Launched in February 2019 as the state’s first full-time innocence organization, the Tennessee Innocence Project (TIP) is a 501c3 nonprofit law firm working to free the wrongfully convicted across the state of Tennessee. With offices in Nashville and Memphis, TIP works to investigate and litigate claims of actual innocence on behalf of incarcerated Tennesseans. To date, more than 3,400 people have lost more than 31,000 years due to wrongful convictions in the United States.

Job Responsibilities

JOB TASKS:

As TIP’s Office and Executive Support Coordinator, you assist in the operational management of the Tennessee Innocence Project Nashville office and the Executive Leadership Team. This role will be responsible for office operations and performing basic bookkeeping and clerical tasks. The ideal candidate is a proactive problem solver who thrives in a collaborative environment and is committed to supporting the mission of freeing the wrongfully convicted across Tennessee. Additional tasks may include:

Administrative Support

• Manage calendars, schedule meetings, coordinate appointments, and manage time for the COO and Executive Leadership team.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Arrange for travel, and accommodations, assist in team travel reporting, time and reimbursement management.
• Organize and maintain files, records, and documentation and ensure that the system is sound and adhered to.

Meeting and Event Coordination

• Plan and coordinate meetings, conferences, and executive events, as requested.
• Prepare agendas, take minutes, and follow up on action items, as requested.
• Arrange logistics for in-house and off-site activities, including catering and equipment setup.
• Assist with the coordination of board meetings and other high-level meetings.

Communication Management

• Serve as the primary point of contact between the Executive Leadership team and internal/external stakeholders.
• Screen and manage phone calls and other communications.
• Draft and distribute communications on behalf of the executive team, as requested.
• Manage incoming and outgoing correspondence, ensuring timely responses.

Project Support

• Assist in the preparation and management of executive projects.
• Conduct research, gather data, and compile reports.
• Track project timelines, milestones, and deliverables.
• Coordinate with team members to ensure project goals are met.

Office Management

• Maintained office supplies and coordinated with vendors and service providers for the Nashville and Memphis offices.
• Ensure the office environment is organized, professional, and efficient.
• Support general office administrative tasks.
• Oversee office maintenance and liaise with building management as needed.
• Implement and maintain office policies and procedures.
• Manage Nashville office admin volunteers as requested, including recruitment, training, and supervision.

Financial Support

• Assist the COO with managing invoices, including tracking, processing, and filing.
• Conduct banking reconciliations to ensure accurate financial records.
• Provide support with QuickBooks, including data entry, report generation, and troubleshooting.
• Coordinate with the COO and Accounting Consultant to ensure compliance with financial policies and procedures.
• Maintain important filing dates related to financial obligations, training schedules, and development deadlines.
• Assist in budget preparation and monitoring.

Development Team Support

• Assist the development team with data entry, maintaining donor databases, and generating reports, as requested.
• Support the preparation and distribution of fundraising and marketing materials.
• Provide mailing support for donor communications and event invitations.
• Coordinate donor acknowledgments and thank-you letters.

Legal Team Support

• Manage the phone system and ensure all calls are answered and directed appropriately.
• Serve as the first point of contact for the legal team, managing messages and client inquiries.
• Maintain communication logs and ensure timely follow-up on all messages.
• Assist with the preparation and management of legal documents and case files.

Qualifications

• Bachelor’s degree or equivalent work experience.
• Minimum of 3 years of experience in an executive assistant, office management, or bookkeeping role.
• Proficiency in Microsoft Office Suite and QuickBooks.
• Excellent organizational and multitasking skills.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Detail-oriented with strong problem-solving abilities.
• Experience with donor management systems and legal administration is a plus.

Additional Information

Benefits

How to Apply

Interested candidates should submit a resume and cover letter to Becca at becca@tninnocence.org. In your cover letter, please include a brief explanation of why you are interested in this position and how your skills and experience align with the role. 

Details

• Date Posted: August 9, 2024
• Type: Full-Time
• Job Function: Administrative
• Service Area: Other
• Start Date: 10/05/2024
• Salary Range: $44,000-$54,000
• Working Hours: 40 hrs/wk