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Executive Administrative Coordinator

2 months ago

Cambridge, Massachusetts, United States The Hollister Group Full time

Executive Administrative Coordinator

The Hollister Group is in search of an Executive Administrative Coordinator to provide exceptional support to a distinguished faculty member. This role is essential for ensuring the smooth operation of complex administrative tasks in a dynamic academic environment. The ideal candidate will be poised, detail-oriented, and adept at managing multiple responsibilities efficiently.

Key Responsibilities:

  • Facilitate and organize administrative functions, including scheduling appointments and managing calendars
  • Oversee office operations, including database management and website maintenance
  • Track financial documents, manage expenses, and process reimbursement requests
  • Coordinate intricate meeting logistics and calendar management
  • Participate in high-level meetings, assisting with the preparation and editing of correspondence and reports
  • Plan and organize events, including catering for meetings and luncheons
  • Establish and maintain administrative systems for effective office management, including record-keeping and communication
  • Collaborate closely with departmental staff to ensure timely and effective office support
  • Engage with staff on various matters to facilitate communication
  • Analyze and compile data for review from diverse information sources
  • Manage office equipment and software, ensuring functionality and maintenance
  • Work with vendors to ensure the upkeep and repair of office equipment

Qualifications & Skills:

  • A Bachelor's degree and a minimum of 5 years of relevant administrative experience
  • Ability to adapt to fluctuating workloads and the evolving needs of the organization
  • Proficient in problem-solving and executing advanced technical applications
  • Detail-oriented with the capability to manage confidential tasks in a fast-paced environment
  • Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
  • Familiarity with FileMaker Pro, QuickBase, Adobe Acrobat, and Drupal is advantageous
  • Experience with GAP and Grade20 is a plus
  • Demonstrated integrity, strong work ethic, and self-motivation
  • Excellent verbal and written communication skills
  • A commitment to higher education and serving a diverse student body

Qualified candidates are encouraged to submit their resumes for consideration.

Our Commitment to Diversity, Equity & Inclusion

The Hollister Group is an equal opportunity employer, welcoming applications from individuals who are under-represented in their respective fields.