Administrative Coordinator

Job Title: Administrative Coordinator

Rotary Club of Toledo • Part Time (Max 30 hrs. per week) • Toledo, Ohio

The Rotary Club of Toledo is seeking a creative, organized, and people‑focused Administrative Coordinator to support the daily operations, member experience, and communications of one of the largest and most respected Rotary clubs in the country. This role is ideal for someone who enjoys helping people, designing polished materials and communications, and contributing to meaningful community impact.

For more than 100 years, the Rotary Club of Toledo has brought together community leaders dedicated to service, fellowship, and improving lives. You will play an essential role in helping this mission come to life.

Why You’ll Love Working with Us:

You’ll join a vibrant, mission-driven organization with 400+ engaged members , community partners, and a deep commitment to making a difference locally and globally. As part of our small but high-impact staff team, you will:

· Support inspiring weekly programs and events

· Build relationships with leaders across the community

· Design visually engaging communications that reach thousands

· Contribute daily to a purpose-driven, people-focused environment

This is the perfect role for someone who wants meaningful work with variety, creativity, and impact.

Primary Responsibilities:

Administrative & Office Support

· Support daily office operations, ensuring systems run smoothly and members receive timely, helpful assistance.

· Maintain accurate membership data, attendance, and other records using DacDB (Rotary database) and other systems.

· Assist the Executive Director with correspondence, scheduling, reports, and general administrative needs.

Club Communications & Design

· Serve as the primary Canva designer for newsletters, presentations, meeting materials, event graphics, social posts, and other branded assets.

· Produce and distribute the Club’s weekly newsletter with accuracy, creativity, and brand consistency.

· Update the Club’s website content and assist with digital communications.

Weekly Meeting & Event Support

· Coordinate details for weekly Rotary programs, including room setup, AV checks, scripts, and welcoming members and guests.

· Assist with special events, fundraisers, and community activities throughout the year.

Membership Support & Engagement

· Support new member onboarding, orientations, and communications.

· Assist committees with scheduling, follow‑up, and other resources.

· Provide excellent service to members, guests, and volunteer leaders.

Perform other duties as assigned to support the Club’s mission, operations, and member experience.

Work Schedule:

· Part-Time: Maximum of 30 hours per week.

· Mondays are mandatory and must be worked onsite.

· Tuesday–Friday offer more flexible scheduling, with the expectation of maintaining consistent weekly hours. Possible schedule could be 9am – 2 pm or 10am-3pm.

· Understanding that occasional evening or weekend hours may be required for special events.

· Some remote work is possible, based on workload, events, and approval from the Executive Director.

Location and Benefits:

· Wage based on experience. Pay range $19-23 per hour.

· Office located in Downtown Toledo, with free parking provided.

· Free parking and meals provided every Monday during weekly Rotary meetings.

· Federal holidays off (approx. 9 holidays annually).

· Five (5) paid vacation days, beginning after 90 days of employment.

Qualifications:

· Advanced Canva proficiency. This is a primary, everyday tool used in the role.

· Strong written and verbal communication skills.

· Excellent organization, attention to detail, and ability to manage multiple projects.

· Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint).

· Tech‑savvy, adaptable, and quick to learn new systems (including DacDB).

· Warm, approachable, and comfortable working with volunteers and community leaders.

· A commitment to Rotary values and service to others.

· A bachelor’s degree is preferred, but relevant administrative, nonprofit, or communications experience is highly valued.

Ready to Make an Impact?

If you want to use your skills to support community leaders, create meaningful communications, and contribute to an organization dedicated to service, we encourage you to apply.

Application Process:

Interested candidates should submit a resume and cover letter outlining their qualifications and experience related to the position of Administrative Coordinator at the Rotary Club of Toledo. Applications can be sent to [email protected]. Please include "Administrative Coordinator Application" in the subject line. Applications will be reviewed on a rolling basis until the position is filled.

The Rotary Club of Toledo is an equal opportunity employer and is committed to diversity, equity, and inclusion in all aspects of employment. We encourage individuals from underrepresented backgrounds to apply.