Overview
Administrative & AI Coordinator Jobs in Cartersville, GA at Advocates for Children
JOB TITLE: Administrative & AI Coordinator
EMPLOYER: Advocates for Children
DEPARTMENT: Administration
FSLA Status: Part-time
REPORTS TO: President/CEO
EFFECTIVE DATE: 9/15/2026
Position Summary
The Administrative & AI Coordinator provides high-level administrative support to the President/CEO while helping Advocates for Children strengthen the use of artificial intelligence and technology across the organization.
This role combines strong executive administration with practical AI experience. The ideal candidate is highly organized, technologically confident, and able to identify opportunities to streamline routine work, improve efficiency, and help staff use AI tools effectively and responsibly.
Essential Duties and Responsibilities
Executive & Board Support
- Demonstrate passion for the mission of Advocates for Children and commitment to Diversity, Equity, and Inclusion (DEI) initiatives through active participation in related programs, training, and advocacy efforts.
- Manage scheduling, meeting coordination, calendar priorities, and follow-up for the President/CEO.
- Prepare agendas, briefing materials, reports, presentations, correspondence, and other executive-level documents.
- Coordinate Board of Trustees and committee meeting logistics, materials, communications, and records.
- Track action items, deadlines, and follow-up from leadership and Board meetings.
- Assist with special projects, research, data gathering, and preparation for external meetings and presentations.
- Maintain organized executive records, files, and confidential documentation.
- Support coordination of travel, events, leadership meetings, and other organizational activities as needed.
- Serve as a point of coordination between the President/CEO and staff on administrative matters and priority projects.
- Monitor and track key deadlines, action items, and deliverables for the CEO, providing regular updates and reminders.
- Handle confidential and sensitive information with the utmost discretion and professionalism.
- Perform other related duties as assigned by CEO.
AI & Process Improvement
- Identify opportunities to use AI and automation to reduce repetitive administrative work and improve efficiency.
- Develop practical AI tools, prompts, templates, workflows, and resource libraries for organizational use.
- Support integration and effective use of platforms such as ChatGPT, Claude, Microsoft Copilot, Power Automate, Canva AI, and other emerging AI tools.
- Assist the President/CEO and staff with using AI for research, document preparation, meeting summaries, presentations, data synthesis, and routine administrative tasks.
- Help evaluate new AI tools and recommend applications that provide clear organizational value.
Staff Support & Responsible AI Use
- Provide basic training, coaching, and troubleshooting to help staff become comfortable using approved AI tools.
- Help establish consistent organizational practices for AI use, including privacy, confidentiality, accuracy, and appropriate human review.
- Create simple guides, templates, and training resources that make AI accessible to staff with varying levels of technical experience.
Qualifications
- Minimum three years of administrative, executive support, operations, or comparable professional experience.
- Demonstrated professional experience using generative AI tools such as ChatGPT, Claude, Microsoft Copilot, or similar platforms.
- Strong proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
- Ability to quickly learn new technology and translate technical capabilities into practical workplace solutions.
- Excellent organizational, written communication, judgment, and follow-through skills.
- Ability to manage confidential information with discretion.
- Comfortable working independently, managingmultiple priorities, and supporting senior leadership in a fast-paced environment.
Preferred Qualifications
- Experience developing AI workflows, automations, prompt libraries, or staff training.
- Experience with Microsoft Power Automate or similar workflow automation platforms.
- Experience supporting a CEO, senior executive, nonprofit organization, or Board of Trustees.
COMPETENCIES:
- Diversity – Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.
- Ethics – Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
- Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
- Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
- Written Communication – Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
PHYSICAL DEMANDS AND WORK ENVIORNMENT:
- Occasionally required to stand
- Occasionally required to walk
- Frequently required to sit
- Continually required to utilize hand and finger dexterity
- Continually required to talk or hear
- Occasionally exposed to outside weather conditions
- While performing the duties of this job, the noise level in the work environment is usually quiet to moderate.
- The employee must occasionally lift and /or move more than 25 pounds / frequently lift and/or move up to 15 pounds / continually lift and/or move up to 10 pounds
- Specific vision abilities required by this job include:
- Close vision; Distance vision; Color vision; Peripheral vision; Depth perception and ability to adjust focus.
- Frequently required to drive a personal vehicle.
Pay: $18.00 – $22.00 per hour
Expected hours: 20.0 – 25.0 per week
Work Location: In person
Title: Administrative & AI Coordinator
Company: Advocates for Children
Location: Cartersville, GA
Category:
