Senior Administrative Coordinator
11 hours ago
The Senior Administrative Coordinator plays a critical role in supporting the Rubin Observatory by providing high-level administrative functions. This position requires initiative, independent judgment, and discretion to anticipate the needs of the Operations Director.
Key Responsibilities- Schedule meetings and appointments, manage travel itineraries, and coordinate logistics for events.
- Manage calendars, prepare meeting materials, and ensure seamless execution of meetings and events.
- Reconcile departmental credit card statements, submit travel expenses, and maintain accurate records.
- Assist with boards, workshops, and review meetings, ensuring smooth organization and execution.
- Develop and maintain organized filing systems, track tasks through ticketing systems, and contribute to collaborative tools.
- Propose creative solutions to challenges, drawing on experience and sound judgment to plan and accomplish goals.
- Audit procedures and recommend management actions to improve efficiency.
- Serve as a liaison in meetings, daily activities, and special events, interacting with vendors and staff as needed.
- Bachelor's degree in business administration or related field, or equivalent combination of experience and education.
- Minimum 5 years of administrative experience.
- Excellent written and verbal communication skills.
- Excellent interpersonal skills, with ability to cooperate, coordinate, and interface with all levels of personnel.
- Strong ability to coordinate activities, prioritize tasks, and provide guidance and direction to staff.
- Proficiency in personal computer applications, including word processing, spreadsheet preparation, presentation software, database, and project management.
- Exercise independent judgment, take initiative, and recommend effective action.
- Ability to develop expert knowledge of company and departmental policies and processes.
- Proficiency in spoken Spanish.
This role is primarily office-based, with long periods of sitting. Some travel may be necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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