Administrative Coordinator

Administrative Coordinator

The Administrative Coordinator role exists to provide high-quality administrative, operational, and logistical support to the search team and broader office. This individual will ensure smooth daily operations and consistent coordination across multiple consultants. They will also play a key role in maintaining an efficient, welcoming, and well-run office environment.

Key Responsibilities

Administrative & Team Support

• Coordinate domestic and international travel arrangements for your consultants, ensuring accurate itineraries and timely bookings.
• Oversee end-to-end meeting coordination across audience types (business development, consultant/candidates, internal) - from scheduling and calendar management to securing conference rooms or off-site locations and ensuring all logistics are in place. Proactively flag and manage calendar conflicts.
• Tag external meetings to CRM system with accuracy and timeliness, coordinating with search coordinator function where needed.
• Add / update contact information of external parties to CRM system.
• Organization and tracking of business development activity
• Manage in-house lunch orders for meetings with external guests - including ordering, setting up, and cleaning up afterward.
• Collect, organize, and process weekly receipts for expense reimbursements, ensuring timely submission, accurate coding, and compliance with internal policies.

Guest Management & Internal Operations

• Assist the full guest experience for said consultants by coordinating security check-in, greeting visitors, escorting them to conference rooms, and ensuring rooms are properly set up and reset between meetings.
• Help maintain office and kitchen operations by conducting regular check-ins, restocking supplies, coordinating groceries and occasional catered lunches, and ensuring a clean, organized workspace as needed.

Who You Are

• You have 3+ years of experience providing administrative support to multiple consultants and are adept at coordinating complex travel and event logistics while maintaining seamless organization across competing demands.

• You are energized by a fast-paced, hands-on environment and are comfortable being on your feet throughout the day, moving around the office to support shifting needs.

• You are personable, professional, and comfortable interacting with individuals at all levels, including external senior executives and C-suite leaders, while serving as a go-to resource for support and solutions.

• You are AI-forward and interested in using or learning AI tools to enhance efficiency and streamline workflows.

• You maintain discretion, handle confidential information responsibly, and demonstrate strong judgment.