Part Time Administrative Coordinator

Job Description

Job Description

We are looking for a Part Time Administrative Coordinator to support an executive search process in Albany, New York. This Contract position is ideal for someone who is organized, discreet, and comfortable managing multiple administrative tasks in a fast-moving environment. The person in this role will help keep search activities on track by coordinating materials, supporting communication with candidates, and assisting the committee with day-to-day logistics.

Responsibilities:

• Coordinate administrative activities for an executive search committee, ensuring timelines, materials, and communications are handled efficiently.

• Prepare candidate application materials for committee review by removing identifying details and organizing documentation in a clear, accessible format.

• Distribute resumes and related information to stakeholders while maintaining accuracy, confidentiality, and timely follow-through.

• Serve as a point of contact for candidate communication, providing clear updates, scheduling support, and responsive correspondence throughout the search process.

• Manage calendars and arrange meetings, interviews, and other search-related events to support a smooth and well-organized process.

• Provide occasional onsite assistance in Albany, New York for committee meetings and candidate interview days as needed.

• Handle inbound inquiries and general administrative requests with attention to detail.

• Maintain records and track search-related activities to support consistent coordination and reporting across the process.

• At least 2 years of experience in administrative coordination, administrative support, or a related office-based role.
• Demonstrated ability to manage scheduling, calendar coordination, and meeting logistics with a high degree of accuracy.
• Experience reviewing and organizing resumes or other application materials.
• Strong written and verbal communication skills, with the ability to interact effectively with candidates and internal stakeholders.
• Ability to work with confidential information discreetly and exercise sound judgment in sensitive situations.
• Highly attentive to detail, adaptable, and capable of supporting a group with differing priorities and perspectives.
• Proficiency in handling inbound calls, correspondence, and general administrative workflows efficiently.