Administrative & Systems Coordinator

Seat Purpose:

The Administrative & Systems Coordinator ensures organizational clarity, consistency, and execution by managing administrative systems, documentation, and communication infrastructure. This role supports leadership operations, maintains organized digital environments, and drives accountability through EOS tools, meeting coordination, and follow-through.

Core Accountabilities:

Document & Knowledge Management

• Own and manage SharePoint and all digital storage systems
• Maintain centralized, up-to-date repository of policies, procedures, SOPs, contracts, and board materials
• Ensure version control, naming conventions, and access permissions
• Maintain document retention and compliance standards
  
  

EOS & Meeting Management

• Support execution of the EOS system across leadership
• Coordinate Level 10s, leadership meetings, and board meetings
• Prepare and distribute agendas, scorecards, and Rocks tracking
• Capture and distribute meeting minutes, to-dos, and IDS items
• Track follow-ups and ensure accountability
  
  

Executive & C-Suite Support

• Provide administrative support to CEO, COO, and leadership team
• Assist with calendars, priorities, and communications
• Prepare reports, presentations, and board materials
• Handle highly confidential information with discretion
  
  

Contract & Vendor Management

• Track contracts, renewals, and key obligations
• Maintain centralized contract repository
• Support vendor onboarding and documentation
• Serve as primary contact for vendors
• Monitor deadlines, compliance, and key deliverables
  
  

Systems & Platform Administration

• Support administration of key platforms (Microsoft 365, Teams, SharePoint, EOS tools, phone systems, etc.)
• Ensure systems are organized, accessible, and consistently used
• Provide basic training/support to staff as needed
  
  

Organizational Communication & Coordination

• Coordinate communication across departments and leadership
• Distribute key updates, materials, and decisions
• Ensure teams have access to accurate and current information
  
  

Compliance & Confidentiality

• Maintain secure handling of sensitive and confidential information
• Ensure documentation supports audit readiness and compliance
• Maintain appropriate access controls and file security
  
  

Key Metrics:

• 100% of documents stored, current, and accessible
• 100% on-time distribution of meeting materials
• 90% completion of action items on time
• 100% contract tracking accuracy
• Leadership satisfaction with administrative support
• Consistent system adoption across teams
  
  

Required Qualifications:

• 3–7 years in administrative, operations, or project coordination roles
• 2 years’ experience supporting executive leadership
• Strong experience with Microsoft 365, SharePoint, and digital systems required
  
  

Preferred Qualifications:

• Experience with EOS or similar operating systems preferred
  
  

Work Environment & Physical Requirements:

• Regularly required to sit for extended periods of time, walk, and stand
• Communicate both in person, by telephone, and virtually
• Use hands and fingers to handle, feel, or operate standard office equipment
• Reach with hands and arms
• Lift up to 50 pounds
• Vision abilities include close and distant focus
• Noise level is typically quiet to moderate; may on occasion be exposed to loud sounds and distracting noise levels
• Must have the ability to travel throughout the state.
  
  

Organizational Resources Provided:

• Laptop (Tier 2)
• Cell phone/internet stipend
• 365
• Phone line
• Remote office setup
  
  

Employee Requirements for the Role:

• Highly organized with strong attention to detail
• Strong communication and follow-through
• Ability to manage multiple priorities and deadlines
• High level of discretion and professionalism
• Systems and process-oriented mindset
• Accountable, self-directed and proactive
• Tech-savvy
  
  

Why This Role Matters

This role creates the structure, organization, and accountability needed to support leadership and scale operations effectively. By ensuring systems, documentation, and communication are clear and consistent, this position enables the organization to operate efficiently and compliantly.

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