Administrative Coordinator

JOB DESCRIPTION
Provide detailed and complex administrative support to individual or groups; Supplies information, maintains files, schedules appointments, produces correspondence, relieves officials of minor business details;
Must use good judgment display professionalism, be reliable, work with a positive attitude. Minimum 3-5 years experience, High level Word, PowerPoint, Excel & Outlook, mail merge capability; administrative clerical support, including typing, editing complex documents, such as reports, presentation materials, & tables; Excellent organizational & interpersonal skills, works well under pressure.


The IBES Administrative Coordinator provides executive assistance to the senior leadership team and general administrative support for the department. This includes direct support for the IBES Director, including calendar management, travel arrangements, and reimbursements. This position also supports general administrative functions such as event planning and execution: catering arrangements; room bookings, and meeting scheduling for groups of faculty, staff, and students; supplies and equipment procurement; expense and reimbursement filing; and space management, including management of building/room access. The incumbent is relied upon to research and resolve issues independently, whenever possible, to make effective use of the senior leadership team's time.
pay rate: *** per hour

Location of Position: If Remote, please specify exact working address
85 Waterman St. Rm 111. Providence, RI 02906
Position Classification
Onsite
What is the reason/justification for this need?
Our admin coordinate is on leave through December. We will be recruiting a candidate for this temporary position
Desired Start Date?
ASAP
Expected End Date?
Dec 23, 2026
What are the daily hours (schedule) for this role? (i.e: 9-5, 8-5)? If part time/per diem, please specify approximately how many hours.
8:30 - 5:00 PM
Type of experience needed?
3+ years of relevant clerical/administrative experience
Number of years of experience needed?
3+
Minimum education requirement
Bachelors degree
Job Responsibilities
Are there any specific tools the resource will need to know how to use?
Google suite and microsoft. Experience using project management tools is a plus.
What is the ideal personality for someone in this role?
A calm, highly organized problem-solver who is a proactive team player, personable, a great communicator, and confident enough to take ownership while knowing when to escalate.
Must the resource be bilingual? If so, in what language?
No
Provide the TOP 3 "must have" skills?
Administrative Coordinator / Executive Assistant with 3-5+ years of experience, capable of independently supporting a senior leader while simultaneously managing office operations, purchasing/financial administration, facilities coordination, and events. The ideal candidate is highly organized, proactive, detail-oriented, comfortable working on-site, and able to exercise discretion and independent judgment in a fast-paced academic or professional environment.