Administrative Services Coordinator

Job Description

Job Description

Administrative Services Coordinator

Location : Omaha, NE

Job Type : Full-Time | non-exempt | Onsite

Compensation : $70,000

Join a Team Where Your Expertise Makes an Impact

The Administrative Services Coordinator position in the Legal & Administration Department that provides confidential administrative and executive support to the Chief Executive Officer, Executive Staff, and the Legal & Administration Department. The position reports to the head of the Legal & Administration Department unless otherwise designated by the Chief Executive Officer.

The position serves as a central administrative resource for executive coordination, legal and records administration, human resources support, office operations, and cross-departmental projects that contribute to the efficient operation of the Omaha Airport Authority. The Administrative Services Coordinator regularly interacts with employees, Board members, outside counsel, consultants, governmental agencies, business partners, applicants, and other Airport stakeholders and must exercise professionalism, discretion, sound judgment, initiative, and strict confidentiality.

What You'll Do

Executive & Administrative Coordination — Provides high-level administrative coordination for executive leadership and the Legal & Administration Department, helping organize priorities, schedules, communications, and special initiatives.

• Provide confidential, high-level administrative support to the Chief Executive Officer, Executive Staff, and the Legal & Administration Department.

• Coordinate executive calendars, meetings, appointments, conference registrations, travel arrangements, and meetings with Board members, consultants, governmental agencies, business partners, Airport stakeholders, and internal departments.

• Prepare and format correspondence, memoranda, reports, presentations, executive summaries, meeting agendas, leases, contracts, and other professional documents.

• Monitor and track assignments, projects, critical dates, follow-up items, and deadlines to support executive and departmental priorities and special initiatives.

• Maintain and organize confidential executive and departmental records and electronic document repositories, and perform other administrative duties as directed by executive leadership or the Legal & Administration Department.

Legal & Records Administration / Board Meeting Support — Supports legal, contract, public records, and records-management processes requiring accuracy, organization, confidentiality, and dependable follow-through; as needed, provides backup administrative support for Board-related functions.

• As needed, provide backup administrative support for Board functions, including assisting with agenda materials, Board packets, resolutions and official records, and Board meeting logistics.

• Assist with contract routing, execution, filing, tracking, database maintenance, and monitoring of critical dates.

• Organize and maintain legal files and assist with document collection for outside counsel, litigation support, claims administration, and regulatory or compliance matters as assigned.

• Coordinate administrative aspects of public records requests, records retention, document management, and policy and procedure files under the direction of the Legal & Administration Department.

• Identify opportunities to improve administrative processes, organization, document workflows, and office efficiency in the Legal & Administration Department.

Human Resources & Employee Support — Provides administrative support for HR processes, reporting, employee programs, and related projects while maintaining appropriate confidentiality.

• Provide administrative HR support as requested, including maintaining or organizing personnel-related documentation and supporting assigned HR processes.

• Assist with HR reporting, audits, data collection, and special projects.

• Serve as backup support for HR administration as needed and as trained or authorized.

• Support employee recognition, wellness, engagement, onboarding, and other employee programs or events.

• Assist with recruitment administration, including receiving and organizing application materials and maintaining required records as assigned.

Office Operations & Financial Coordination — Coordinates shared administrative systems, purchasing, vendors, workplace needs, and routine financial processes to support efficient office operations.

• Coordinate shared meeting spaces and related administrative logistics, including scheduling, service-provider coordination, and arrangements for special or after-hours use.

• Coordinate office supplies, equipment, services, and approved purchases to support efficient workplace operations.

• Process invoices, purchasing requests, requisitions, and other administrative transactions; assist with budget tracking and administrative reporting.

• Coordinate routine financial and administrative processes with Finance, Accounting, and other departments as assigned.

• Identify and assist practical improvements to shared office systems, administrative workflows, vendor coordination, and workplace efficiency.

Knowledge, Skills and Abilities Required

1. High school diploma or GED required. An associate degree or higher in Business Administration, Office Administration, Public Administration, Human Resources, Legal Studies, or a related field is preferred.

2. Three years of progressively responsible administrative experience supporting executives, professionals, senior management, or office operations. Equivalent combinations of education and experience may be considered.

3. Experience in executive support, office management, government or municipal administration, human resources support, legal office administration, contract administration, records management, public records administration, or project coordination is preferred.

4. Ability to exercise sound judgment, discretion, initiative, and diplomacy; maintain strict confidentiality; and appropriately handle sensitive personnel, legal, executive, and organizational matters and information.

5. Ability to communicate effectively and professionally, both orally and in writing, with executives, managers, employees, Board members, attorneys, governmental agencies, applicants, business partners, and members of the public.

6. Ability to produce accurate, polished correspondence, reports, presentations, meeting materials, and other professional documents.

7. Ability to organize, prioritize, and manage multiple assignments, projects, schedules, and deadlines in a fast-paced environment.
8. Ability to work independently, solve problems, use available resources effectively, and contribute collaboratively as a member of a team.
9. Ability to provide exceptional internal and external service and convey a positive and professional image of the Omaha Airport Authority.
10. Ability to learn and apply legal, public-sector, governance, procurement, records, human resources, and administrative processes.
11. Reliable attendance, punctuality, attention to detail, thoroughness, and accuracy in performing essential job functions.
12. Proficiency, or the ability to become proficient, in Microsoft Word, Outlook, Excel, PowerPoint, Teams, Adobe Acrobat Pro, SharePoint, electronic document management systems, AI productivity tools, and other assigned technology platforms.
13. Ability to effectively manage office systems, administrative resources, service providers, and shared workflows.
14. Commitment to ongoing learning and professional development to adapt to current and future organizational needs.
15. Physical requirements include sufficient ability to use computers and other office technology and to work at a computer for extended periods.

What We Offer

• Competitive salaried compensation
• Comprehensive health benefits
• Paid time off and holidays
• Retirement plan
• Professional development opportunities
• Stable, collaborative work environment
• Opportunity to lead process improvement and contribute to organizational success