Administrative Coordinator for Executive Leadership
2 weeks ago
Position Overview
In this role, you will provide essential administrative support to the Executive Director (ED) or Vice Presidents (VPs), ensuring the smooth operation of their office. Your responsibilities will encompass a wide range of secretarial and administrative tasks, executed with the utmost confidentiality, tact, and professionalism.
Key Responsibilities
Administrative Support
- Manage the calendar and schedule of the Executive or team, balancing meeting requests with other commitments, and proactively resolving scheduling conflicts.
- Screen incoming calls and inquiries, addressing issues directly or directing them to the appropriate personnel for resolution.
- Assist in organizing division-wide meetings, ensuring all logistical details and materials are prepared in advance.
- Build and maintain relationships with internal and external stakeholders, facilitating meetings with key leaders as necessary.
- Coordinate travel arrangements and manage expense reports, adhering to established policies and timelines.
- Facilitate communication within the division, identifying needs and proposing solutions to enhance information flow.
- Support the Executive or team in reviewing contracts and confidential documents.
- Contribute to special projects as assigned by the Executive or team.
Meeting Coordination
- Assist in planning sessions with leadership teams, coordinating agendas, taking notes, and summarizing discussions.
- Ensure all planning materials are organized and prepared in a timely manner, including technical support for meetings.
General Administrative Functions
- Take detailed notes during meetings, draft correspondence, and prepare various documents.
- Create engaging PowerPoint presentations and maintain Excel spreadsheets.
- Handle filing, faxing, and photocopying tasks as needed.
- Manage supply orders and maintain organized records for easy access.
Data Management
- Organize and maintain electronic data files for efficient retrieval and record-keeping.
- Coordinate the intake and reporting of information from various departments, alerting leadership to any discrepancies or deadlines.
Qualifications
- High School Diploma or equivalent required.
- A minimum of eight years of experience in a professional environment, with at least three years supporting senior executives.
- Demonstrated ability to adapt to changing priorities and environments, with strong problem-solving skills.
- Experience in business meeting planning and logistics is preferred.
- Completion of college coursework toward a degree in a related field is advantageous.
Skills
- Proficient in Microsoft Word, Excel, PowerPoint, and project management applications.
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