Admin Coordinator

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Team Administrator & Program/Project Coordinator to provide comprehensive administrative and program support to our Operational Excellence team. This key role ensures the smooth daily operations of the team and supports the coordination of various operational development initiatives. The ideal candidate will efficiently manage administrative tasks, demonstrate strong organizational and communication skills, and support multiple program activities in a dynamic, fast-paced environment.

Key Responsibilities

Administrative & Team Support:

• Manage team calendars, coordinate meetings across multiple time zones, and organize all meeting logistics, including room bookings, virtual meeting setup, and material preparation.
• Organize and maintain digital file systems, including folder structures, document management, and template development.
• Monitor team communication channels (e.g., email, chat), manage general correspondence, and facilitate timely information flow.
• Maintain and regularly update key team lists such as subject matter experts (SMEs) and points of contact (POCs).
• Coordinate logistics, including travel arrangements for team members supporting site activities.
• Triage incoming support requests and tasks (via emails, bugs, pings), delegate to appropriate team members, and track for timely completion.
• Provide general customer support to internal stakeholders.

Program & Project Coordination Support:

• Assist in managing the initial stages of online learning content development, including file organization, basic material creation, scheduling meetings with subject experts, and tracking project issues or progress.
• Support training schedule management, including coordinating communications with various sites and tracking activities within learning management systems (LMS).
• Prepare reports for review meetings and presentations, including training reports for quarterly reviews and visual data summaries.
• Maintain and update team playbooks, website content, and other organizational documents.
• Update and oversee tracking systems for initiatives, workflows, and task priorities, using tools such as task management software.
• Assist in scheduling and coordinating intake requests from discovery through scope definition and delivery.
• Support tracking and reporting for specific team programs and initiatives.
• Assist with regional budget tracking and monitor alignment with team initiatives and requests.
• Monitor agendas from cross-site teams or working groups, providing weekly summaries on pertinent issues.
  
  

Required Qualifications

• Highly adaptable and flexible, with the ability to manage changing priorities and deadlines in a fast-paced, global environment.
• Solutions-focused problem solver with proactive initiative and a positive, can-do attitude.
• Proficient in using Google Workspace tools extensively, including Gmail, Calendar, Docs, Sheets, and Drive.
• Knowledgeable in the use of AI tools (e.g., ChatGPT, Gemini) to enhance productivity and support tasks.
• Exceptional relationship-building skills, capable of maintaining positive collaborations across diverse teams, regions, and cultures.
• Meticulously organized with strong attention to detail, able to manage multiple tasks simultaneously with accuracy.
• Excellent written and verbal communication skills, professional in conveying information to stakeholders at all levels.
• Proactive ownership of responsibilities, from initiation through completion, with a focus on continuous contribution.
  
  

Preferred Qualifications

• Experience coordinating both administrative and program activities within a corporate or operational setting.
• Familiarity with learning management systems and training schedule coordination.
• Ability to support budget tracking and operational reporting.
• Demonstrated intercultural communication skills and the ability to work effectively across diverse teams globally.
• Prior experience with project management or process improvement methodologies is a plus.
  

Desired Skills and Experience

Team Administrator & Project Coordinator
W2 Only - no sponsorship offered for this position
On site in Pryor, OK
12 month contract on W2 - potential to convert FTE based on performance
Manage team calendars, meeting logistics, travel, communications, etc.

Dexian stands at the forefront of Talent Technology solutions with a presence spanning more than 70 locations worldwide and a team exceeding 10,000 professionals. As one of the largest technology and professional staffing companies and one of the largest minority-owned staffing companies in the United States, Dexian combines over 30 years of industry expertise with cutting-edge technologies to deliver comprehensive global services and support.  
 
Dexian connects the right talent and the right technology with the right organizations to deliver trajectory-changing results that help everyone achieve their ambitions and goals. To learn more, please visit https://dexian.com/.

Dexian is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.