Administrative Coordinator *REMOTE*

POSITION: Administrative Coordinator

REPORTS TO: Senior Director of Talent & Human Resources

About Kesem

We are a nationwide community, driven by passionate college student leaders, that supports children through and beyond their parent’s cancer with innovative, fun-filled programs that foster a lasting community.

About the Position

Kesem seeks a highly organized, detail-oriented, and proactive Administrative Coordinator to provide critical support to the Chief Executive Officer, Leadership Team, and staff. This role is essential in ensuring the efficiency of executive operations, streamlining internal communications, and delivering key administrative assistance to advance Kesem’s mission.

The ideal candidate is a resourceful problem-solver with exceptional organizational and communication skills, capable of managing multiple priorities while maintaining professionalism and discretion.

Kesem’s Values

The Administrative Coordinator must uphold and build a culture that continues to support and strengthen the following behaviors to help us realize our vision:

• Continuous learning - We operate with curiosity and a willingness to try new things, and we see our successes and setbacks as opportunities for growth.
• Accountability - We are individually and collectively responsible for advancing our mission.
• Resilience - We empower and support each other through challenges while fostering a spirit of joy and hopefulness.
• Empathy - We seek to understand and appreciate other perspectives and experiences.

Essential Functions and Responsibilities:

Human Resources Support (50%)

• Assist with compliance-related administrative tasks, including harassment training, state tax updates, and employment verifications.
• Support recruitment with administrative tasks, such as scheduling interviews and conducting reference checks.
• Help with the coordination of Kesem’s internship programs.
• Facilitate onboarding and offboarding processes, including background checks, business card orders, and exit documentation.
• Help to coordinate employee engagement initiatives such as new hire gifts and staff anniversary gifts.
• Help coordinate administrative tasks to support staff talent development
• Assist with logistics surrounding staff travel and participation in in-person staff retreats and the National Leadership Summit.
• Manage benefits-related administrative tasks, including invoice submissions.
• Help with additional Human Resources special projects as needed.

Executive Support (40%)

• Provide high-level administrative support to the CEO and Leadership Team members, including scheduling meetings, managing calendars, and preparing correspondence.
• Coordinate logistics and prepare materials for key meetings, including Board of Directors meetings, Leadership Team meetings, and All-Staff meetings. Responsibilities include agenda preparation, note-taking, and follow-up on action items.
• Support the CEO in Board of Directors administration, including agreements, renewals, onboarding, and communications.
• Serve as a liaison between the CEO and internal/external stakeholders, ensuring timely communication and responsiveness.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.
• Assist with special projects as assigned to enhance executive efficiency and operations.

Administrative Support for Staff (10%)

• Assist with outreach by distributing brochures and materials to partners and constituents.
• Manage storage unit organization and inventory.
• Send acknowledgement letters.
• Provide backup support for constituent inquiries and donation processing during busy periods.
• Ensure proper mail distribution to appropriate staff members.
• Handle additional administrative special projects as needed.

Qualifications

• Bachelor’s degree or equivalent experience preferred.
• 3+ years of experience in an administrative or executive support role.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency in Microsoft Office, Google Suite, and project management tools.
• Experience in nonprofit organizations preferred but not required.
• High level of professionalism, discretion, and confidentiality.

Location & Travel

The Administrative Coordinator role is a full-time, remote position. Location for this role is flexible, with no preference for geography. The Administrative Coordinator should expect to travel 2-4 times per year, all within the United States. Travel may include National Leadership Summit, Board meetings, and staff retreats, if applicable.

Diversity, Equity and Inclusion Statement

Kesem’s mission of supporting children through and beyond a parent’s cancer, and our vision of ensuring that every child impacted by a parent’s cancer is never alone, can only be realized through an ongoing, steadfast commitment to Diversity, Equity, and Inclusion in every part of our organization. To that end, Kesem makes the following commitments:

• To continually expand the communities we support and work with - our camper families, volunteers, staff, alumni, partners, donors, and boards - with attention to engaging communities we are not currently reaching.
• To strive for equity in delivering a transformative, fun, and empowering community that recognizes and embraces our differences.
• To aspire to create shared spaces that are safe for every member of the Kesem community to feel valued and respected.
• Kesem will engage in continued meaningful learning in order to better support our mission and our growing Kesem community.

Kesem is an Equal Opportunity Employer.