Administrative Coordinator & Executive Assistant Job

JOB DIMENSIONS:

- Provides administrative and coordination support to the CEO/President and other leaders as assigned. The position is responsible for managing schedules, coordinating meetings and travel arrangements, preparing correspondence and presentations, maintaining records, and supporting day-to-day administrative operations.

- The role serves as an administrative resource for internal and external stakeholders, helping ensure effective communication, organization, and timely follow-through on assigned activities. This position requires professionalism, attention to detail, sound judgment, confidentiality, and the ability to manage multiple priorities in a fast-paced environment

ACTIVITIES:

- Manage calendars, appointments, and meeting schedules for assigned leaders.

- Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and related documentation.

- Prepare correspondence, reports, presentations, agendas, and meeting materials.

- Screen, prioritize, and route incoming communications and requests.

- Maintain confidential files, records, and documentation.

- Monitor deadlines, follow-up items, and assigned administrative activities.

- Assist with gathering and organizing information for meetings, presentations, and reports.

- Schedule and coordinate meetings, conference calls, and visitor arrangements.

- Prepare meeting materials, agendas, and supporting documents.

- Record meeting notes and distribute action items as requested.

- Coordinate conference room reservations, catering, technology needs, and meeting logistics.

- Support company meetings, employee engagement activities, training sessions, and special events.

- Ensure meeting and visitor areas are organized and prepared.

- Provide administrative support for departmental projects and special assignments.

- Track project timelines, status updates, and follow-up activities.

- Assist with the coordination of department initiatives and administrative processes.

- Support the development and maintenance of administrative procedures and documentation.

- Recommend process improvements that enhance efficiency and organization

- Serve as a point of contact for customers, vendors, and visitors.

- Coordinate communications on behalf of management when requested.

- Maintain effective working relationships with internal and external contacts.

- Handle sensitive and confidential information with discretion and professionalism.

- Prepare and process purchase requisitions, purchase orders, invoices, and expense reports.

- Maintain departmental records and administrative documentation.

- Coordinate office supplies, refreshments, and vendor services.

- Assist with budget tracking and reporting as assigned.

- Support office administration activities and recordkeeping requirements.

- Utilize Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and related software.

- Maintain spreadsheets, reports, databases, presentations, and filing systems.

- Support document management and records retention activities.

- Assist with the effective use of office technology and administrative systems.

- Recommend improvements to administrative workflows and processes.

- Other duties as assigned or as the situation dictates.

SKILLS AND ABILITIES:

- Excellent organizational and time-management skills.

- Strong written and verbal communication skills.

- Ability to manage multiple assignments and deadlines.

- Strong attention to detail and accuracy.

- Ability to maintain confidentiality and exercise discretion.

- Strong interpersonal and customer service skills.

- Proficiency with Microsoft 365 applications and office technology.

- Ability to work independently and collaboratively.

- Demonstrated initiative, reliability, flexibility, and professionalism.

QUALIFICATIONS/EXPERIENCE REQUIRED

- High School Diploma or equivalent required.

- Associate degree in Business Administration, Office Administration, Communications, or a related field preferred.

- Five (5) or more years of progressively responsible administrative support experience required.

- Experience supporting senior leaders or executive-level management.

- Experience coordinating meetings, travel arrangements, events, and administrative activities.

- Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other Microsoft 365 applications.

- Experience with purchasing, expense reporting, and office administration.

- Notary Public certification required, or must obtain certificate within 30 days of employment.