Senior Administrative Coordinator (Ashburn)

Senior Administrative Coordinator

Ashburn, Virginia, USA

Position type: Full-Time

Reports to: Manager of Corporate Administration or Ashburn’s Administrative Team Lead

Closing date: Open until filled

Introduction

Since 1987, Independent Project Analysis (IPA) has delivered groundbreaking research and quantitative risk analyses to enhance the value generated by our industrial clients’ capital project systems and meet their obligations for sustainable and safe performance. We guide our clients to establish the right combination of people, work process, and governance to maximize their performance across cost, schedule, safety, operability, and sustainability. Our clients are leading companies in the energy, minerals, infrastructure, chemicals, pharmaceutical, and consumer products sectors. IPA is committed to social and ethical responsibility, and all global offices initiate or participate in local charity initiatives to support those in need.

The Senior Administrative Coordinator Role

The Senior Administrative Coordinator will provide advanced administrative and operational support to our Product Development Leadership Team. This role plays a key part in keeping the team organized, connected, and focused by managing complex schedules, coordinating internal and client meetings, supporting key initiatives, facilitating communication, and ensuring critical follow-ups and deliverables stay on track. The ideal candidate is a trusted partner who anticipates needs, takes initiative, and thrives in a collaborative, fast‑paced environment.

The Senior Administrative Coordinator will provide advanced administrative and operational support to senior leaders, clients, and cross-functional teams, including and not limited to:

• Managing complex calendars and coordinating internal and external meetings, including client meetings and product demonstrations
• Proactively managing scheduling logistics, including resolving conflicts, rescheduling meetings, and strategically protecting time for focused work and priority initiatives
• Coordinating and supporting client meetings, ensuring agendas, materials, logistics, follow-ups, and action items are organized and completed in a timely manner
• Maintaining and updating product tracking tools and reports to accurately reflect proposals, purchase orders, meetings, discussions, and other key activities across multiple products and services
• Assisting with the preparation of business materials, including proposals, presentations, reports, and other documents through research, editing, formatting, and data gathering and analysis
• Monitoring and following up on emails, action items, and key deliverables, proactively keeping stakeholders informed and helping ensure commitments and deadlines are met
• Tracking important topics, deadlines, and initiatives, establishing reminders and follow-up mechanisms to help leadership stay ahead of priorities
• Coordinating domestic and international travel arrangements and expense processing, including visa-related requirements when applicable
• Serving as a trusted point of contact for internal teams, clients, and other stakeholders, facilitating communication and helping ensure a high level of responsiveness
• Partnering closely with Client Engagement Leaders (CELs) and other cross-functional teams to support client needs, coordinate activities, and contribute to a seamless client experience
• Collaborating with and providing backup support to other members of the administrative team, helping ensure consistent service, effective coverage, and smooth office operations
• Handling sensitive and confidential information with a high degree of discretion, professionalism, and sound judgment

Core Qualifications

• Proven experience as a Senior Administrative Coordinator or in a similar high-level administrative or operational support role
• Strong client-facing and relationship-management skills, with experience supporting client meetings and working effectively with internal client engagement leaders and other cross-functional stakeholders
• Excellent verbal and written communication skills, with the ability to interact confidently and professionally with senior leaders, clients, and colleagues
• Strong proficiency in Microsoft Office Suite, particularly Word, Excel, PowerPoint, and Outlook
• Project management software (e.g., OpenProject) and Microsoft Power BI knowledge is a plus
• Strong business writing, editing, document preparation, and proposal-writing skills
• Exceptional organizational and time-management skills, with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously
• Consistently high attention to detail and accuracy, with a commitment to producing polished, high-quality work
• Demonstrated ability to anticipate needs, exercise sound judgment, solve problems, and take initiative with minimal direction
• Strong interpersonal skills and the ability to build effective working relationships across teams and levels of an organization

Preferred Attributes

• Experience supporting process-driven, operations-focused, or product-oriented teams
• Comfortable working in a dynamic environment where priorities may shift and the ability to adapt quickly while maintaining high-quality work
• Professional, service-oriented approach with a strong commitment to delivering an exceptional experience for clients and internal stakeholders
• Eager to learn, with the ability to understand new products, processes, and business priorities
• Self-directed and dependable, with the ability to work independently while knowing when to collaborate, escalate, or seek guidance
• A proactive, solutions-oriented mindset and a genuine interest in helping leaders and teams operate more effectively

Location

The role is on-site and located in our office in Ashburn, VA.

Competitive Salary and Benefits Package

The annual base salary range for this position is $60,000 to $70,000. Compensation is negotiable and based on the candidate’s qualifications and experience.

IPA offers a full range of benefits, including health, dental, vision, basic life, short-term and long-term disability insurance, flexible spending accounts, accrued vacation leave (starting at 4 weeks), sick leave, paid holidays, and a 401(k) retirement plan (including employer matching funds).

IPA is an Equal Employment Opportunity employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and employees.

HOW TO APPLY

Complete the form at and include a cover letter, resume, and salary requirement.