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.