Senior Administrative Coordinator

POSITION SUMMARY:

The Senior Administrative Coordinator is responsible for providing comprehensive administrative support to the Executive Leadership Team. This position performs a variety of executive support tasks, including project coordination, travel logistics, event coordination, office administrative duties and tactical organization of meetings and calendaring. We are looking for an individual who is comfortable being a member of a high-performing team and maintains a professional appearance and demeanor. The ability to multi-task, communicate effectively, pay attention to detail, and remain efficient is essential in this position. The ideal candidate for this job is resourceful, a good problem solver, a self-starter, a proactive thinker, and very organized. Assuring a steady completion of workload in a timely manner is key to success in this position.

MAJOR DUTIES AND RESPONSIBILITIES:

• Assisting senior management, handle confidential information with discretion and preparing reports or additional documentation.
• Prioritize and manage multiple projects, ensuring timely completion and adherence to deadlines, while delivering excellent customer service.
• Support the corporate office teams with administrative tasks, including preparing, organizing, and storing documents in paper and digital form.
• Manage information in the Investor Management system and respond to investor and/or community queries via phone or email.
• Maintain office equipment by coordinating with vendors and oversee office supplies by tracking inventory and placing orders.
• Maintain the office conference rooms and kitchen in a clean condition and the kitchen stocked with proper supplies
• Draft and distribute memos, emails, reports, and presentations as needed. For example, preparing a company newsletter.
• Prepare and edit PowerPoint presentations, Word documents, and Excel spreadsheets for meetings and distribution.
• Provide project support by scheduling meetings, coordinating travel, maintaining documentation, and tracking progress, milestones, and deliverables.
• Assist with project planning, including creating and updating timelines, budgets, and reports.
• Collaborate with stakeholders to gather requirements, provide updates, resolve issues, and ensure project objectives are met.
• Support compliance with project management methodologies and contribute to continuous improvement of processes.
• Acting as a point of contact for staff, stakeholders, and clients.
• Perform additional duties as required.

PHYSICAL REQUIREMENTS:

• Ability to sit and stand for long periods.
• Ability to push/pull up to 50 pounds.
• Ability to balance, stoop, kneel, crouch, climb stairs, or crawl.
• Must be able to take directional cues directly or indirectly.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED EXPERIENCE:

• A High School diploma or GED is required. College degree preferred.
• 3 - 5 years experience in an administrative, assistant or office management capacity.
• Must have strong organizational, communication, multi-tasking and customer service skills.
• Must be able to handle confidential information.
• Must be thorough and pay attention to detail.
• Able to work well with internal and external customers.
• Ability to work independently with little to no supervision.
• Excellent verbal communication skills.
• Flexible and open to change.
• Must be willing to work a minimum of 40 hours per week in an office setting.
• Solid computer and MS Office skills.