Senior Administrative Coordinator

2 weeks ago

Portland, Oregon, United States HW Staffing Solutions- Portland ME Full time
Job Overview

HW Staffing Solutions is seeking a Senior Administrative Coordinator for a contract role, offering a hybrid work arrangement.

Key Attributes:

  • Meticulously organized with a strong attention to detail.
  • Ability to maintain focus and adapt to changing business needs while meeting deadlines.
  • Excellent communication skills, both verbal and written, across all organizational levels.
  • Composed and professional demeanor, even in high-pressure situations.
  • Proficient in managing confidential and sensitive information discreetly.
  • Proactive thinker with the capability to foresee needs and suggest solutions.
  • Strong administrative capabilities, including drafting and editing various forms of correspondence.
  • Willingness to work flexible hours as required.
  • Expertise in Outlook and adept at managing multiple calendars.
  • Advanced technological skills, particularly in MS Office Suite, including PowerPoint, Word, and Visio.

Primary Responsibilities:

  • Organizing meetings, which includes preparing agendas, securing venues, and gathering necessary materials.
  • Documenting meeting minutes, identifying action items, and scheduling follow-ups.
  • Regularly reviewing project statuses, planning key events, and managing travel arrangements.
  • Prioritizing and redirecting phone calls, managing call-back lists, and addressing routine inquiries.
  • Coordinating travel logistics, including detailed itineraries and meetings with external guests.
  • Managing incoming correspondence for the executive, including proofreading and drafting communications.
  • Preparing and tracking expense reports and financial reconciliations.
  • Assisting in maintaining departmental budgets and keeping management informed of unexpected expenses.
  • Staying updated on hybrid meeting technologies and facilitating effective virtual meetings.

Qualifications:

  • Associate degree or a combination of relevant education and experience; a Bachelor's degree is preferred.
  • Over 6 years of administrative experience in a corporate environment, particularly supporting senior executives.
  • Experience in event planning and coordination is advantageous but not mandatory.

If you possess the qualifications outlined above and are interested in this opportunity, we encourage you to explore further.

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