Administrative Coordinator & Executive Assistant Job

JOB DIMENSIONS:

Provides administrative and coordination support to the CEO/President and other leaders as assigned. The position is responsible for managing schedules, coordinating meetings and travel arrangements, preparing correspondence and presentations, maintaining records, and supporting day-to-day administrative operations.

The role serves as an administrative resource for internal and external stakeholders, helping ensure effective communication, organization, and timely follow-through on assigned activities. This position requires professionalism, attention to detail, sound judgment, confidentiality, and the ability to manage multiple priorities in a fast-paced environment

ACTIVITIES:

Manage calendars, appointments, and meeting schedules for assigned leaders.

Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and related documentation.

Prepare correspondence, reports, presentations, agendas, and meeting materials.

Screen, prioritize, and route incoming communications and requests.

Maintain confidential files, records, and documentation.

Monitor deadlines, follow-up items, and assigned administrative activities.

Assist with gathering and organizing information for meetings, presentations, and reports.

Schedule and coordinate meetings, conference calls, and visitor arrangements.

Prepare meeting materials, agendas, and supporting documents.

Record meeting notes and distribute action items as requested.

Coordinate conference room reservations, catering, technology needs, and meeting logistics.

Support company meetings, employee engagement activities, training sessions, and special events.

Ensure meeting and visitor areas are organized and prepared.

Provide administrative support for departmental projects and special assignments.

Track project timelines, status updates, and follow-up activities.

Assist with the coordination of department initiatives and administrative processes.

Support the development and maintenance of administrative procedures and documentation.

Recommend process improvements that enhance efficiency and organization

Serve as a point of contact for customers, vendors, and visitors.

Coordinate communications on behalf of management when requested.

Maintain effective working relationships with internal and external contacts.

Handle sensitive and confidential information with discretion and professionalism.

Prepare and process purchase requisitions, purchase orders, invoices, and expense reports.

Maintain departmental records and administrative documentation.

Coordinate office supplies, refreshments, and vendor services.

Assist with budget tracking and reporting as assigned.

Support office administration activities and recordkeeping requirements.

Utilize Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and related software.

Maintain spreadsheets, reports, databases, presentations, and filing systems.

Support document management and records retention activities.

Assist with the effective use of office technology and administrative systems.

Recommend improvements to administrative workflows and processes.

Other duties as assigned or as the situation dictates.

SKILLS AND ABILITIES:

Excellent organizational and time-management skills.

Strong written and verbal communication skills.

Ability to manage multiple assignments and deadlines.

Strong attention to detail and accuracy.

Ability to maintain confidentiality and exercise discretion.

Strong interpersonal and customer service skills.

Proficiency with Microsoft 365 applications and office technology.

Ability to work independently and collaboratively.

Demonstrated initiative, reliability, flexibility, and professionalism.

QUALIFICATIONS/EXPERIENCE REQUIRED

High School Diploma or equivalent required.

Associate degree in Business Administration, Office Administration, Communications, or a related field preferred.

Five (5) or more years of progressively responsible administrative support experience required.

Experience supporting senior leaders or executive-level management.

Experience coordinating meetings, travel arrangements, events, and administrative activities.

Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other Microsoft 365 applications.

Experience with purchasing, expense reporting, and office administration.

Notary Public certification required, or must obtain certificate within 30 days of employment.