Executive Administrative Coordinator

Executive Administrative Coordinator

Position Summary

The Executive Assistant / Administrative Coordinator provides administrative and operational support across multiple companies and departments. This role works closely with executive leadership, managers, and team members to ensure efficient business operations through effective organization, communication, compliance management, and administrative coordination.

Key Responsibilities

Executive & Administrative Support

• Manage executive calendars, meetings, appointments, and travel arrangements.
• Coordinate board and advisory meetings, including scheduling, communication, and distribution of meeting materials.
• Draft, organize, and maintain business correspondence, reports, forms, and records.
• Assist with general administrative tasks and special projects as needed.

Employee Administration & Compliance

• Maintain employee compliance records, certifications, licenses, and required documentation.
• Assist with employee onboarding, benefits enrollment, insurance renewals, and personnel files.
• Ensure company forms and administrative records remain accurate, organized, and up to date.

Operational & Department Support

• Provide administrative support to leadership, sales, marketing, and operational teams.
• Share requested materials and resources with team members and departments.
• Monitor sponsorship agreements and track compliance with contractual obligations.
• Coordinate shipping and receiving activities and maintain related records.
• Process, scan, file, and manage documents using electronic document management systems and DocuSign.

Events & Team Support

• Assist with company events, educational programs, meetings, and community activities.
• Support attendee registration and check-in at events.
• Coordinate employee recognition programs, celebrations, and company-wide communications.

Qualifications

• Previous experience in an administrative, executive assistant, office coordinator, or similar role preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Professional communication skills and ability to maintain confidentiality.
• Proficiency with Microsoft Word, Outlook, and basic Excel.
• Experience with Adobe Acrobat, DocuSign, scanning, and electronic document management systems preferred.

Key Attributes

• Highly organized and detail-oriented
• Dependable and self-motivated
• Strong problem-solving and follow-through skills
• Collaborative team player
• Professional and service-oriented mindset
• Ability to work effectively with executives, managers, employees, and external stakeholders