Knoxville Leadership Foundation - Administrative Coordinator chez Knoxville Leadership Foundation

Our Mission:   Knoxville Leadership Foundation (KLF) serves the Knoxville area by connecting communities of resource with communities of need, while reconciling people to Jesus Christ and to each other. 

Purpose of Position:   Coordinate/manage administrative activities to ensure efficient daily operations so that the Knoxville Leadership Foundation team is optimized for productivity. 

Responsibilities:  

• Perform administrative tasks with excellence, including correspondence with staff and leadership by phone, Teams, and email; maintain files and accurate records; answer and transfer calls received through the main phone line; perform general clerical tasks with a high level of detail and accuracy.
• Create, edit, and distribute marketing materials for all programs and initiatives, including flyers, newsletters, and promotional printed material, ensuring accuracy and consistency with organizational branding.
• Oversee the maintenance of office equipment (copier, fax machine, etc.) and proactively resolve issues to minimize disruptions.
• Maintain supply inventory and coordinate the purchase of office supplies as well as maintain accurate documentation of hardware and staff devices. 
• Handle kitchen duties, including supply ordering, daily stocking, and cleaning.
• Provide front desk coverage as needed (e.g. Regas staff is out for lunch, on PTO, etc.).
• Provide administrative desk coverage during KLF office hours (typically from 8:30 AM to 5:00 PM Monday through Friday).
• Assist the Director of Administration/President with board administration, preparation of meeting materials, and other executive-level tasks requiring discretion and professionalism.
• Provide proactive support to Vice Presidents with projects as needed, demonstrating the ability to manage competing priorities with efficiency and follow-through.
• Coordinate and lead special events (such as the annual golf tournament, board retreat, staff retreat, and Christmas party), contributing to both planning and execution with attention to detail and problem-solving skills.
• Schedule meetings for administrative departments, coordinate agendas, and prepare supporting documents.
• Provide support for HR administrative tasks such as employee onboarding and related functions.
• Anticipate organizational and leadership needs, offering solutions and taking initiative to streamline operations.
• Demonstrate resilience and professionalism in handling high expectations, tight deadlines, and constructive feedback.
• Perform other related duties as assigned; responsibilities may be added or changed as required.
• Utilize knowledge and understanding of underlying operational processes to assist in administrative problem-solving.

Competencies Required:

To perform the essential functions of this position successfully, an individual should demonstrate the following competencies. 

• Adaptability: adapts to changes in the work environment, manages competing demands and can deal with foundation growth, frequent change, delays and unexpected events. 
• Analytical/Problem Solving: gathers and analyzes information skillfully, resolving problems in a timely manner. 
• Communication: maintains confidentiality, remains open to others’ ideas, and exhibits willingness to try new things. Strong written and oral skills.
• Planning/Organizing:  prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
• Quality control: demonstrates accuracy and thoroughness and monitors own work to ensure quality.

Education, Experience and Skills Required:

· Bachelor's degree in business management (or related field) or equivalent related experience

· Proven experience providing high-level administrative support, with strong organizational and multitasking skills.

· Experience coordinating and leading events, from planning to execution.

· Nonprofit work experience is preferred

· Experience with Adobe Creative Cloud (InDesign) and Canva

For more information about the programs of Knoxville Leadership Foundation visit us online at www.klf.org.