Administrative Coordinator- Operations/Executive Team

Job Description

Job Description

Due to an upcoming retirement, we are excited to share an opportunity for a highly skilled administrative professional with executive-level support experience. This Administrative Coordinator role is part of a collaborative two-person team supporting our Executive Team and Ownership group. Based on-site in Buffalo, this position requires strong technical proficiency, exceptional approach and adaptability, and a highly professional presence in a front-office environment. This position would include a full package, including benefits, paid parking, and a generous holiday and PTO schedule. If desire to join one of the best places to work in Buffalo, please consider applying!

Fundamental Components of the Job:

• Provide comprehensive administrative support to the Operations and Executive teams, while serving as backup and crossover support to the Executive Assistant to the Principals.
• Prioritize and manage correspondence, messages, and calls on behalf of Director or Operations and Executive team.
• Manage and maintain executives’ schedules, appointments, and calendars.
• Manage end‑to‑end domestic travel planning, including itineraries, logistics, accommodations, and expense coordination for executives and visitors.
• Review, reconcile and audit expense accounts for accuracy and policy compliance.
• Oversee, triage, and prioritize incoming mail and correspondence, exercising sound judgment and discretion.
• Proactively manage and coordinate the flow of information between internal stakeholders and external clients and partners.
• Support corporate and operational projects through coordination, documentation, scheduling, and progress tracking.
• Collaborate with Executive Assistant to support cost-saving opportunities and secure cost-effective solutions such as hotels and event venues.
• Partner with leadership to support the planning, organization, and coordination of corporate and culture events.

Other functions of the job:

• Welcome visitors and lead buddy and new‑hire orientation tours.
• Coordinate meetings, meals, and events at both corporate and Executive levels.
• Compile proposals, correspondence, spreadsheets, and presentations as needed.
• Handle a high volume of confidential and personal requests for Executives with discretion and professionalism.

Skills/Traits That We Value for This Role:

• Associates degree or equivalent experience.
• Minimum of 3 years in a similar or related position.
• MS Suite; Outlook, Word and Excel proficiency are a must! Demonstrated strong technical proficiency, with the agility to quickly learn and adapt to new tools and systems.
• Brings a strong commitment to supporting executives, customers, and coworkers, with a focus on making each feel valued and important.
• Ability to work well independently and on a team, while paying incredible attention to detail and organization.
• Ability to learn quickly, expand tasks to create meaning, and develop knowledge through experience.
• Positive attitude, even in a fast‐paced environment.
• A passion to support executives, customers and coworkers and have them feel important and valued.
• Strong written communicator with the ability to draft clear, professional emails.
• Highly dependable, while exercising discretion, sound judgment, and the highest level of confidentiality at all times.

What’s in It for You?
A bit about Lawley!

• We are not a call center environment.
• We achieve success by building genuine relationships together, with our teams and clients.
• We are a family owned insurance broker (70+ years!).
• We are deeply committed to the communities we serve and love to get involved.
• We work hard and play hard!!!

Why Lawley? 

• Competitive salary and referral bonuses!
• Outstanding Benefits (Medical, Dental, Vision).
• Additional voluntary benefits including critical illness, accident insurance, hospital indemnity, supplemental life insurance, legal and identity protection and pet wellness.
• 3 weeks of PTO (prorated based on start date) AND a generous holiday schedule – available 1st day!
• Company 401K contribution received starting Day 1 (for participants 21+ years old).
• Educational support, career development, and growth opportunities!
• Job Security (we’ve never had a lay-off, even during the pandemic).
• Flexibility, including hybrid schedules! Business hours 8am-4:30pm.
• Comfortable, family-oriented culture, with an emphasis on work life balance.
• Unlimited Volunteer Time Off opportunities (so you can assist in serving our communities).
• Fulfilling opportunities that align with your career path and our business needs.

The compensation range for this position takes many factors into consideration including but not limited to: years of experience/training, skill set, and licenses/designations. It is not typical for an individual to be hired near the top of the range for a position as circumstances and location can vary in every hiring situation. A reasonable estimate of the current range is $43,642.50 to $72,737.50.