At InterExchange, we are on a mission to nurture meaningful connections between people through experiential international exchange programs. Every day our staff works to foster intercultural understanding and dialogue among our participants, hosts, and partners.
We are currently seeking an Administrative Coordinator who will play a key role in supporting multiple functions across the organization, including Finance, the Work Abroad team, event coordination, and front desk operations. This is a dynamic hybrid role requiring strong organizational skills, attention to detail, and an aptitude for numbers, confidentiality, and customer service. The ideal candidate will be adaptable, proactive, and comfortable balancing administrative, financial, and programmatic tasks in a collaborative environment.
What You’ll Do:
Front Desk/Office Operations:
- Welcome and assist guests upon arrival.
- Maintain guestlist in an online portal.
- Ensure the front desk, conference rooms, and waiting areas are clean and organized.
- Update digital display as needed.
- Answer and properly direct incoming phone calls.
- Schedule meetings and reserve conference rooms for staff.
- Monitor and respond to general email inquiries and/or forward to the appropriate staff.
- Monitor and respond to online customer service interface inquiries and forward them to appropriate staff as needed.
- Receive, log, and distribute onsite deliveries.
Administrative Support:
- Work Abroad Program:
- Conduct research and compile information for assigned projects.
- Prepare materials for conferences and events.
- Screen program applications and enter data into a spreadsheet.
- Perform additional administrative tasks as needed.
- Data Entry/Bookkeeping:
- Review and import all customer credit card payments from online platform into QuickBooks ledger system, and applying payments to customers as applicable.
- Reconcile any variances or discrepancies, including unknown payment listing.
- Recording of other direct payments made to InterExchange.
- Help with journal entries as needed.
- Research and reply to program participant questions as needed.
- Staff Events:
- Assist with planning, setup, and logistics for staff events.
- Manage deliveries and coordinate event materials.
- Support smooth event execution, from setup to breakdown.
Schedule:
- Monday to Thursday in-office; Fridays remote.
- 9:00 AM - 5:00 PM with a one-hour lunch break.
- Schedule adjustments may be needed based on tasks and department requests.
Skills and Qualifications You Bring:
- A friendly and welcoming presence with a professional demeanor.
- Experience with phone and in-person customer service.
- Experience with Google Workspace and macOS preferred.
- Excellent communication and interpersonal skills.
- Able to complete data entry tasks in a timely and accurate manner
- Able to stay calm in stressful situations.
- Able to work both independently as well as part of a team.
- Dependable; able to arrive at work on time and sit or use a standing desk for long periods.
- Strong multitasking and time management skills, with the ability to prioritize workload effectively and meet deadlines.
Compensation:
- $30.22 per hour, equivalent to $55,000 annually based on a 35-hour weekly schedule.
Benefits & Perks of Employment at InterExchange:
- Generous paid time off and health time off package.
- Flex-time options.
- Affordable, quality medical, dental, and vision insurance.
- 401k retirement savings plan with employer contribution.
- Employer-sponsored life insurance.
- Pre-tax commuter benefits.
- Optional pre-tax flexible spending and dependent care accounts.
- Optional supplemental insurance plans.
- Tuition and professional development reimbursement
Target Start Date:
How To Apply:
Complete our online application.
This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and requirements of this job.
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InterExchange Mission: The mission of InterExchange is to promote cultural awareness, knowledge, and global competence among people from around the world through international exchange programs, offering work and training opportunities in the United States and abroad.
Opportunities for All: InterExchange is fully committed to providing opportunities for people across all dimensions of race, ethnicity, gender identity, gender expression, sexual orientation, socio-economic status, age, sensory, mental, or physical abilities, religious beliefs, marital status, veteran status, political beliefs, etc. We strive to maintain an environment for our staff, leadership, and board that is vibrant, welcoming, innovative, collaborative, and free of barriers and discriminatory practices, that strengthens our programs while reinforcing our commitment to fairness and representation in the field of cultural exchange.
Mutual Understanding & Respect: InterExchange actively promotes an environment of respectful communication and collaboration both internally and externally. We encourage those in our community to participate in a thoughtful exchange of ideas, and create space for all voices to be heard and respected.
We are excited to welcome new team members who actively embrace our mission and values.