Administrative Coordinator

Join an outstanding firm known for its hands‑on leadership team and tight‑knit culture. You will report to the Co‑Managing Directors and provide support to the teams across the firm. The successful individual will be a highly effective professional with an eye for detail who can multitask in a fast‑paced and fun environment. The position requires organization, resourcefulness, and reliability, as well as a team‑player mentality. The Administrative Coordinator must also be able to work independently, maintain confidentiality across a variety of business matters, and be successful in critical project work for the firm. Responsibilities Maintain Co‑Managing Directors' calendars, coordinate all logistics for internal, external, and recurring meetings. Adjust daily schedules to resolve conflicts, accommodate shifting priorities, and ensure seamless meetings. Manage technical setups, video links, and conference lines to ensure meetings start on time and run efficiently. Prepare and submit accurate expense reports and credit card management needs for the Co‑Managing Directors. Arrange and coordinate flights, hotels, dining reservations, and on‑site meeting logistics. Process paid time off requests and maintain team availability in calendars. Handle critical business correspondence using DocuSign, FedEx, couriers, and traditional mail services while coordinating with the broader team signatures. Support annual business planning process, compile critical materials for board‑facing documents and policies. Oversee firm‑wide industry subscriptions, professional memberships, and renewal services. Support and assist in the planning and logistics of firm‑wide or team events. Manage the broker licensing program, track participation and requirements in partnership with our external partner. Assist internal teams with invoice processing, tracking, and basic document management. Coordinate and update operations guidelines and policies for the executive team and track annual changes. Assist cross‑functional teams with special projects and administrative needs. Ideal Experience A minimum of 5 years of experience in a supporting role to one or more members of the leadership team or related experience. Advanced writing, grammatical, and document formatting skills. Ability to work under pressure, prioritize appropriately, and multitask without compromising professionalism or quality of work. Ability to maintain discretion and confidentiality on all business and employee matters. Proven history of being an integrated part of a team culture and managing all work matters with a positive and supportive approach. Understand when to follow detailed directions and when to apply creativity, independent judgment, and problem‑solving. Advanced skills in Microsoft Office, including Word, Excel, PowerPoint, OneNote, and Outlook, are required. Interested and willing to gain proficiency in learning Co‑Pilot, AI, and other emerging or industry‑related technologies. #J-18808-Ljbffr