Administrative Coordinator
Qualifications
4 years administrative experience supporting senior level executives within a comparable corporate environment
2 year college degree
Polished executive assistant with professional maturity and previous corporate environment experience required
Ability to effectively interact with senior level management and maintain a high level of confidentiality
Ability to successfully prioritize and provide accurate follow up on all issues and correspondence
Advanced knowledge of Microsoft office suites
Excellent writing and grammatical skills (i.e. for generating and editing memos)
Must be extremely detail-oriented and possess strong communication and organizational skills
Self-starter with strong sense of ownership and involvement is critical
Must be flexible to work overtime if needed
Occasional visits to local offices neededThis position provides general administrative support to a band Executive. Requires a thorough knowledge of the Executive's span of control, as well as, company policies and procedures. Incumbent must be able to safeguard confidential information. Performs ad hoc project-related duties as requested.
Primary Responsibilities
Under limited supervision, coordinates, assists with and ensures office efficiency for a department or region through high level administrative support that often requires exercise of discretion, judgment and negotiation. This position reports directly to the Executive Director for HQ Network and has primary responsibility for providing support to that individual.
Organizes and coordinates the operation of an office overseeing and managing the provisioning of supplies, equipment and services that enable the staff to perform their jobs effectively. Establishes and communicates procedures used in day-to-day operations and makes revisions as appropriate. This includes processing departmental expenses and limited budget oversight.
Prepares documents including customized reports, presentations, proposals and correspondence. Uses discretion with regard to formatting and layout.
Manages and maintains AP calendar, scheduling meetings and appointments without clearance on occasion. Arranges travel and hotel accommodations as necessary. Performs routine administrative functions such as responding to inquiries with standard letters or arranging meetings and conferences. Works with other Executive Assistants to coordinate executive schedules. Organizes, coordinates, and takes minutes of various meetings. Schedules all business travel and accommodations. Greet visitors and accommodate their needs as necessary.
Screens telephone calls and visitors, ascertaining who can be redirected to subordinate managers or other offices. Provides information to callers, requiring detailed knowledge of client(s)'s area of responsibility and general knowledge of company policies, practices, and operations. Brings urgent issues for action to supervisor's attention.
Develops processes for maintaining departmental records and trains other administrative personnel on procedures. Coordinates office moves ensuring all technological needs of the client are met. Determines and communicates timelines and activities to individuals involved in moves.
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