Executive Administrative Coordinator

1 week ago

Cincinnati, Ohio, United States Liona Enterprises Full time
Job Overview

Position Title: Administrative Assistant to COO and Head of Government Services

Job Type: Full-Time

Reporting To: Chief Operating Officer (COO) and Head of Government Services


Position Summary: We are looking for a detail-oriented and proactive Administrative Assistant to provide comprehensive support to our Chief Operating Officer (COO) and Head of Government Services. The ideal candidate will be responsible for a variety of tasks including calendar management, meeting coordination, travel planning, and document preparation.


Key Responsibilities:

  • Support to Chief Operating Officer (COO):
    • Calendar Coordination: Organize and manage appointments, meetings, and events for the COO, ensuring optimal time management and prioritization of scheduling conflicts.
    • Proposal Management: Assist in the preparation of reports and presentations.
    • Communication Facilitation: Act as the main liaison between the COO and various stakeholders, drafting and editing correspondence and reports.
    • Travel Coordination: Arrange travel logistics, including flights, accommodations, and ground transportation.
    • Meeting Management: Prepare agendas, document minutes, and follow up on action items from meetings attended by the COO.
    • Document Organization: Maintain confidential records and assist in the preparation of presentations and reports as needed.
    • Project Support: Provide assistance on various projects led by the COO, including research and data gathering.
  • Support to Head of Government Services:
    • Administrative Duties: Organize and maintain program documentation, including schedules, budgets, and reports. Prepare status updates and other necessary documentation.
    • Stakeholder Communication: Engage with program stakeholders, including team members, clients, and vendors, ensuring timely and effective communication.
    • Event Coordination: Schedule and organize program-related meetings and events, preparing necessary materials and managing logistics.
  • General Administrative Functions:
    • Customer Service: Deliver exceptional service to both internal and external clients, addressing inquiries and resolving issues efficiently.
    • Expense Tracking: Process invoices, monitor expenses, and assist in budget oversight.
    • Confidentiality Maintenance: Uphold a high standard of confidentiality and professionalism when handling sensitive information.

Qualifications:

  • Education: Associate's degree or equivalent experience (5+ years).
  • Experience: At least 3 years in an administrative support role, ideally in a corporate or program management environment supporting C-Suite executives.
  • Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Familiarity with project management tools is advantageous.
  • Communication: Strong verbal and written communication skills, capable of interacting effectively across all organizational levels.
  • Organizational Skills: Excellent organizational and multitasking abilities, with a focus on prioritizing tasks effectively.
  • Problem-Solving: Proactive approach with the ability to anticipate needs and resolve issues independently.

Additional Requirements:

  • Adaptability: Ability to adjust to shifting priorities and thrive in a dynamic environment.
  • Collaborative Spirit: A team-oriented mindset focused on supporting both the COO and Head of Government Services efficiently.

Application Process: Interested candidates are encouraged to submit a resume and cover letter outlining their qualifications and experience.

Liona Enterprises, Inc. is an equal opportunity employer committed to fostering diversity and creating an inclusive workplace for all employees.

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