Project Admin/Coordinator

Senior Administrative & Business Support Specialist


Job Overview


We are seeking a highly organized, proactive Administrative & Business Support professional to provide comprehensive support to senior leaders and a fast-paced technology organization. This role requires someone who can manage complex schedules, coordinate events and projects, improve team operations, and contribute to employee engagement initiatives with minimal supervision.


Candidates most likely to secure an interview will have 2+ years of administrative or business support experience, experience supporting leaders and cross-functional teams, strong Microsoft Office skills, and demonstrated success managing multiple competing priorities. Immediate need; qualified candidates are encouraged to apply promptly.


Must Haves

• Minimum 2+ years of administrative, executive, or business support experience in a professional environment.
• Demonstrated experience managing complex calendars, meetings, events, travel arrangements, and expense reporting.
• Strong proficiency with productivity applications such as Microsoft Outlook, Word, Excel, and PowerPoint.
• Experience with, or ability to quickly learn, collaboration and conferencing platforms such as Microsoft Teams, Zoom, Miro, Mural, or Figma.
• Familiarity with project management tools or methodologies such as Jira, Kanban, or Microsoft Project.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities and deadlines simultaneously.
• Strong written and verbal communication skills, attention to detail, and a consistently high level of accuracy.
• Ability to exercise professionalism, sound judgment, initiative, and discretion while working independently and collaborating across a matrixed organization.

What the Client Needs You to Do


This position will serve as an operational partner to senior leaders and their teams, helping keep schedules, projects, communications, and organizational initiatives moving forward. You will anticipate administrative needs, improve information management, coordinate key business activities, and create reliable processes that make the broader team more efficient.


You will also partner with project and program stakeholders to track performance, introduce productivity improvements, and support employee engagement, recruiting, onboarding, learning, and culture-building initiatives.


Key Responsibilities

• Manage executive and team calendars, proactively resolving scheduling conflicts and coordinating meetings across multiple stakeholders.
• Coordinate workshops, team meetings, learning sessions, leadership events, and other business activities, including agendas, scheduling, supplies, and logistics.
• Arrange business travel and prepare accurate expense reports while following applicable organizational procedures and approval requirements.
• Maintain office and event supply inventories, ensuring materials are ordered and available when needed.
• Support recurring organizational processes such as required training, goal-setting cycles, performance check-ins, continuity planning, and other enterprise-wide activities.
• Develop dashboards, reports, scorecards, and tracking tools in partnership with project and program leaders to provide visibility into team and initiative performance.
• Organize digital information by establishing effective file-management, collaboration, document-sharing, and content-storage practices.
• Evaluate emerging workplace technologies, including virtual collaboration platforms and generative AI tools, and help teams identify practical opportunities to improve productivity.
• Coordinate recruiting and employee lifecycle activities, including job postings, interview scheduling, hiring support, onboarding, and educational programming.
• Plan employee engagement initiatives, surveys, volunteer opportunities, recognition programs, team outings, and other activities that strengthen collaboration and culture.

Additional Information


Education: Bachelor's degree preferred; equivalent relevant professional experience may also be considered.


Technology Environment: The successful candidate should be comfortable learning and working across productivity, collaboration, project management, HR, travel, and expense-management platforms. Experience with systems comparable to Microsoft 365, Teams, Zoom, Jira, Workday, and Concur is beneficial.


Ideal Working Style: This position is best suited for someone who anticipates needs rather than waiting for direction. You should be comfortable solving problems in real time, adapting when priorities change, and maintaining accuracy under deadline pressure.


Collaboration: The role interacts with senior leaders, project and program managers, employees, candidates, and cross-functional stakeholders. Strong relationship-building skills, responsiveness, tact, and professional judgment are essential.