Administrative Coordinator

Job Description

Job Description

The primary purpose of this position is to provide operational and administrative support to the Executive Business Partner and Executive Leadership Team. The Administrative Coordinator ensures the seamless organization and coordination of the executive team and governance committees by proactively managing priorities, aligning schedules, and supporting clear communication and execution.

Essential Functions:

• Executive Leadership Support

• Provides comprehensive administrative support to the executive team including calendar management, meeting scheduling, and coordination of evolving priorities.
• Coordinates executive travel logistics including itineraries, accommodations, and related arrangements, ensuring seamless and efficient execution.
• Supports the executive team with special projects and initiatives, managing timelines, tracking deliverables, and ensuring effective communication and follow-through.

• Administrative Governance & Board Support

• Provides administrative coordination in support of the Board and governance committees, including coordinating meeting logistics and managing communications to ensure seamless execution.
• Prepares board and committee materials, including compiling, formatting, and distributing documentation in alignment with governance standards and timelines.
• Maintains governance documentation and supports follow-up activities, including proper documentation storage, tracking action items, and progressively assuming ownership of administrative coordination for assigned internal committees.

• Administrative Office Operations

• Manage supplies for executive office and break room, ensuring organization and overall readiness to support daily business needs.
• Provides daily administrative support to the executive office, including document filing, printing, and maintaining organized and efficient workspaces.
• Serves as the primary point of contact for general office and administrative needs, supporting facility-related coordination, greeting visitors, and managing deliveries to ensure a professional and welcoming environment.

• Meeting & Event Logistics Support

• Coordinates logistics for internal and external meetings, including venue selection, catering, materials, and on-site support to ensure seamless execution.
• Manages meeting communications including sending invitations, tracking RSVPs, and maintaining clear, timely communication with attendees.
• Oversee the attendee experience and event readiness by organizing registrations, materials, and logistics to support professional and well-executed meetings.

• Corporate Expense Management

• Provides support in preparing and submitting expense reports on behalf of executive leadership, ensuring timely, accurate documentation and compliance with organizational policies.
• Assists with Administrative/Executive/Board Budget tracking and reporting.
• Assists with corporate credit card administration, including tracking card holders, reconciling statements, and supporting adherence to policy and audit guidelines.

Responsibilities listed reflect general responsibilities of this position and are not to be construed as an exhaustive list of all duties. Other duties may be performed as needed.