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Administrative Coordinator

2 months ago

Cypress, Texas, United States Jobot Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Coordinator to join our Lifestyle team at Jobot. As an Administrative Coordinator, you will play a key role in supporting the team in their daily operations.

Key Responsibilities:
  • Schedule and Maintain the VP's Calendar

Utilize Microsoft Outlook to schedule and maintain the VP's calendar, ensuring timely and efficient management of appointments and meetings.

Plan and Coordinate Team Meetings

Plan and coordinate team meetings, including logistics, agendas, and follow-up actions, to ensure seamless execution and effective communication.

Organize and Maintain Departmental Filing System

Organize and maintain the department's filing system via SharePoint, ensuring easy access and retrieval of important documents.

Manage Expense Reports and Coding

Manage expense reports and coding, ensuring accurate and timely submission of reports.

Update and Maintain Departmental Training Processes

Update and maintain departmental training processes, guidelines, and standard operating procedures (SOPs) through SharePoint, ensuring compliance and best practices.

Provide Administrative Support

Act as an administrative support resource for the Lifestyle team, including calendar coordination, vendor setup, and invoicing.

Assist with Event Preparation and Execution

Assist the team with event preparation, setup, and execution, ensuring a seamless and successful experience.

Requirements:
  • Bachelor's Degree

Possess a Bachelor's degree, preferably in Marketing, PR, Communications, or a related field.

Event Planning Experience

Have 2-3 years of event planning and organization experience, with a proven track record of success.

Flexibility and Availability

Be available to work full-time hours, including some nights, weekends, and holidays, as needed.

Technical Skills

Be proficient in Microsoft Outlook, SharePoint, and other MS Office applications, as well as familiar with Canva and Constant Contact.

Soft Skills

possess strong organizational and time management skills, with the ability to manage multiple tasks simultaneously, excellent written and verbal communication skills, attention to detail, and problem-solving abilities.

Teamwork and Independence

Be able to work independently and collaboratively within a team environment, with a strong ability to adapt to changing priorities and deadlines.