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Executive Administrative Coordinator

2 months ago

Arlington, Virginia, United States NVT Staffing Full time
Job Overview

Type: Temporary, potential for Contract to Hire

Position: Senior Administrative Coordinator, Executive Office

Hybrid Work: Yes, with onsite presence required on designated days

Reporting To: Chief People Officer

KEY RESULT AREAS:

  • Deliver exceptional administrative assistance to the Chief People Officer, ensuring optimal time management.
  • Support the CPO by managing office correspondence, attending meetings, drafting reports, and overseeing email and calendar activities to track team progress.
  • Act as Cost Center Reviewer for the CPO and GPS Division, ensuring compliance with budgetary and financial policies.
  • Organize travel arrangements for the CPO.
  • Handle monthly travel and expense reporting for the CPO.
  • Plan and facilitate departmental social events and division-wide meetings.
  • Serve as a liaison between the organization and the CPO, maintaining focus on priorities.
  • Assist with onboarding processes for new staff.

JOB RESPONSIBILITIES:

  • Perform clerical and administrative tasks efficiently.
  • Document minutes during meetings, schedule follow-ups, and assign responsibilities for action items.
  • Coordinate team meetings to communicate updates on projects, staffing, and deadlines, while promoting team cohesion.
  • Maintain awareness of schedules and conflicts when organizing cross-departmental meetings.
  • Provide daily support to the CPO as required.
  • Prepare the CPO for meetings through thorough preparation.
  • Attend select meetings with the CPO and follow up as needed.
  • Manage the CPO's calendar, prioritizing essential tasks and facilitating discussions on trade-offs.
  • Monitor the CPO's email, drafting responses and highlighting important communications for timely follow-up.
  • Prepare materials to help the CPO meet critical deadlines.
  • Support the CPO with travel logistics, including accommodations and per diem arrangements.
  • Assist in managing divisional and cross-functional projects, ensuring adherence to deadlines.
  • Advance action items from the CPO's meetings.
  • Complete expense reports and payment requests promptly.
  • Facilitate the engagement and onboarding of new hires.

COMMUNICATION:

  • Assist in managing the department's SharePoint Intranet.
  • Organize divisional meetings to ensure updates on project progress and departmental needs are communicated effectively.
  • Act as a point of contact for the division, disseminating information to internal and external stakeholders regarding processes and initiatives.
  • Communicate organizational deadlines to the department and assist in meeting those deadlines.
  • Serve as the primary contact for the CPO, relaying questions and concerns appropriately.

EVENTS AND LOGISTICS:

  • Plan and execute social events, including monthly and quarterly activities.

POLICIES AND PROCEDURES:

  • Assist the CPO in drafting, updating, and approving organizational policies.

NETWORKING AND PARTNERSHIP:

  • Build relationships across functions and contribute to the senior leadership administrative team by participating in meetings and project teams.

GENERAL TASKS:

  • Exemplify professionalism and excellence in language, attitude, and demeanor as a representative of the CPO.
  • Participate in interview panels as needed.
  • Engage in the company’s community initiatives.

QUALIFICATIONS:

EDUCATION AND EXPERIENCE:

  • Proven experience supporting a C-suite/executive leader.
  • 7-10 years of experience providing high-level administrative support in a dynamic professional environment.
  • Bachelor's degree in Business Administration or a related field.
  • Exceptional administrative skills to manage multiple projects and tasks simultaneously with minimal oversight.

TECHNICAL COMPETENCIES:

  • Outstanding verbal and written communication skills.
  • Strong customer service orientation.
  • Excellent planning and implementation abilities.
  • Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, etc.).

CRITICAL QUALITIES:

  • Strong commitment to the company’s core values: professionalism and collaboration.
  • Trustworthy with the ability to handle confidential information.
  • Friendly and professional demeanor, maintaining composure under pressure.
  • Meticulous attention to detail and disciplined in managing priorities.
  • Ability to influence and foster cross-cultural collaboration.
  • Passionate about administrative work and dedicated to serving others.
  • Self-starter with strong initiative and resilience.
  • Effective team player who promotes a collaborative environment.
  • Adept at creative problem-solving.