Administrative Coordinator

2 weeks ago


Dallas, Texas, United States Dallas Market Center Full time
Job Overview

Dallas Market Center is seeking a detail-oriented and professional Administrative Coordinator to provide comprehensive support to the Chief Operating Officer and the Marketing team. This role is pivotal in ensuring smooth operations, from managing schedules to organizing files and processing expense reports. The successful candidate will also assist in the execution of various DMC events, coordinating logistics such as space reservations, signage, and catering services. Acting as a liaison with the COO's team, this individual will prioritize and address requests effectively.

Key Responsibilities:
  • Efficiently organizes and prioritizes substantial amounts of information (files, databases, etc.); communicates relevant updates to the COO; responds to phone inquiries promptly.
  • Oversees the scheduling of the COO and their direct reports; responsible for arranging large meetings based on calendar availability.
  • Monitors and submits timekeeping records, managing the comp time for the COO's team.
  • Processes expense reports for the COO and their direct reports.
  • Develops meeting agendas in collaboration with the COO and their team; prepares printed copies for distribution.
  • Coordinates meetings with staff, vendors, and other stakeholders, including scheduling, room reservations, signage orders, and food & beverage arrangements.
  • Acts as the primary contact for select VIPs, addressing their needs and escalating issues as necessary.
  • Collaborates with Marketing & Event teams to arrange travel for VIP partners, speakers, and buyers.
  • Reviews sections of the DMC website for accuracy and updates.
  • Stays informed by reading relevant trade publications and summarizing articles for review.
  • Engages with individuals at all levels within the organization.
  • Handles lunch and coffee orders as needed.
  • Provides support to other Administrative Coordinators as required.
  • Performs other related duties as assigned.
Qualifications:

Education:

  • Bachelor's degree preferred.

Experience:

  • 5-7 years of experience in executive administrative roles.
  • Ability to manage multiple tasks in a fast-paced environment.
  • Maintains a professional demeanor and upholds confidentiality.
  • Proficient in Microsoft Office Suite: Excel, PowerPoint, Word, Outlook.

Physical Requirements:

  • Office Environment - Ability to sit for extended periods.
  • Ability to lift up to 20 lbs.
Core Competencies:
  • Project management skills.
  • Process management capabilities.
  • Advanced computer skills and adaptability to new software.
Additional Competencies:
  • Communication: Listens effectively and delivers clear presentations; communicates in writing with clarity and conciseness.
  • Conflict Management: Proactively resolves disagreements and complaints.
  • Customer Focus: Maintains a customer-centric approach.
  • Decisiveness: Evaluates risks and takes appropriate actions.
  • Evaluation: Monitors and assesses program outcomes for efficiency.
  • Financial Management: Prepares and manages budgets responsibly.
  • Flexibility: Adapts to changes in the work environment.
  • Integrity: Upholds moral values and honesty.
  • Interpersonal Skills: Responds appropriately to the needs and feelings of others.
  • Problem Solving: Identifies problems and develops solutions.
  • Resource Utilization: Manages resources effectively to achieve objectives.
  • Self-Management: Engages in self-assessment and improvement.
  • Time Management: Utilizes time efficiently to meet objectives.


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