Process Improvement Administrative Coordinator

What we do

Passion for Life is a non for profit organization that operates with the power of dedicated volunteers like you. We help under-resourced youth transform their passions into rewarding careers. 

Our mission is to provide forward-thinking career coaching and immersion opportunities driven by the student’s passions and talents in a fun, structured, and high-energy environment. Passion for Life was created to be a high-energy and engaging process that helps students identify their passions and gain clarity on how to utilize their core strengths and talents to select a career. 

About the Position

This role is virtual (occasional in-person availability preferred, Metro Atlanta Area). The Process Improvement Administrative Coordinator will be highly organized, proactive, and professional. This role will support process improvement operations, interdepartmental flow, events and leadership team. This role serves as the operational hub of operational knowledge, ensuring the smooth coordination of schedules, communications, system integrations, meetings, and administrative workflow.

Plays a key role in helping manage priorities, anticipate upcoming needs, and ensure that meetings and engagements are well prepared and productive. Working in close partnership with leadership, supporting the coordination of organizational priorities, and   operating efficiently and professionally. This position requires exceptional discretion, sound judgment, and the ability to manage multiple priorities in a fast-paced environment.

Essential Functions

• Executive Support
• Provide high-level administrative and logistical support:
• Managing a complex and dynamic calendar, coordinating meetings with university leadership, volunteers, donors, and external partners.
• Assisting with workflow related to approvals, documents, and institutional processes.
• Anticipating scheduling conflicts and proactively managing adjustments to the calendar.
• Preparing briefing materials and background information to ensure the leadership team is well prepared for meetings and engagements.
• Coordinating meeting logistics, including agendas, materials, and follow-up actions.
• Managing confidential correspondence and sensitive administrative matters.
• Ensuring timely follow-up on requests, communications, and administrative needs.
• Leadership Workflow Management
• Support the effective management of administrative workflow.
• Collecting data on essential tasks and maximizing efficiency.
• Using available resources and tools to remove redundancies and automate as many repetitive administrative tasks as possible.
• Supporting projects, events and change management initiatives.
• Tracking action items and follow-ups associated with leadership meetings and decisions.
• Ensuring that new/improved processes align with strategic priorities.
• Event and Engagement Support
• Provide logistical support for key events and leadership engagements.
• Assisting with planning and coordination of school events, advisory boards, and leadership gatherings.
• Supporting logistics for donor events and external engagements.
• Coordinating invitations, materials, and event preparation.
• Working collaboratively with advancement, communications, and partner leadership teams.

Education and Experience

• A Bachelors degree is required.
• A minimum of five (5) years of experience is required.
• Experience in a leadership office is highly preferred.
• Experience with project management and familiarity with programs housed within the Dubasado, CRMs, Google Workspace, Notion, Zapier etc is a plus.
• Experience supporting senior executives.

Knowledge, Skills, and Abilities

• Candidate must be independent, self-starter and high efficient
• Must demonstrate strong interpersonal and verbal communication skills with the ability to communicate clearly 
• Must also demonstrate strong written communication skills.
• Candidate must possess strong problem-solving skills with the ability to identify and analyze problems as well as devise solutions.
• Must also have strong organizational planning and time management skills.
• Candidate must be proficient in Google Workspace.