Administration Coordinator

Job Description

This is what you will do:

The Administrative Coordinator will play a key role in supporting team engagement initiatives while providing high-level administrative support. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

You Will Be Responsible For

Executive Support & Calendar Management: Own complex calendar scheduling, prioritize competing demands, and coordinate across time zones for the VP and senior leaders; anticipate needs and proactively resolve conflicts.

Travel Coordination (Concur): Arrange domestic and international travel using?Concur, including flights, accommodations, ground transport, and itineraries; manage changes and contingencies.

Leadership Team Operations: Work closely with the VP’s leadership team to plan and execute?quarterly leadership meetings, including agenda development, materials preparation, attendee coordination, onsite logistics, catering, and follow-up actions.

Stakeholder Collaboration: Partner effectively with senior leaders and their administrative partners to streamline scheduling, approvals, and cross-functional coordination.

Catering & Facilities Liaison: Serve as the?primary point of contact for catering?and onsite logistics at the?Boston?and?New Haven?locations for IT department leadership meetings, town halls, and key events.

IT Communications Support: Collaborate with the?IT Communications team?to execute?town halls,?leadership presentations, and?communications?for the IT organization; ensure timelines, content reviews, and distribution plans are met.

Confidential Processes: Coordinate?confidential interviews?and meetings with discretion; manage documents and communications in line with confidentiality requirements.

Global Coordination: Schedule and support meetings across?multiple time zones, ensuring accessibility for global stakeholders and timely follow-ups.

Project Management: Lead and track administrative and event-related projects end-to-end (scope, timeline, dependencies, stakeholders, and risk mitigation); drive status updates and deliverables to completion.

Operational Excellence: Maintain documentation, trackers, and shared resources; identify opportunities to improve processes and standardize practices.

You Will Need To Have

Required Skills & Qualifications

• Bachelor’s degree or equivalent relevant work experience
• Minimum of 3–5 years of experience in executive administrative support, office management, or team coordination roles
• Proven experience supporting senior leaders/executives in a fast-paced corporate environment
• Strong calendar management skills, including coordination of complex schedules and meeting logistics
• Demonstrated experience in event planning, catering coordination, and vendor management
• Experience managing domestic and international travel arrangements and expense reporting
• Excellent organizational skills with the ability to manage multiple priorities and deadlines simultaneously
• Strong written and verbal communication skills with a high level of professionalism
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools
• Experience using internal communication platforms (e.g., Workvivo or similar tools) preferred
• Ability to leverage GenAI tools to improve efficiency and communication effectiveness
• High attention to detail with strong problem-solving and follow-up skills
• Ability to work independently, exercise sound judgment, and handle confidential information with discretion
• Strong interpersonal skills with the ability to collaborate across teams and build effective working relationships
  

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.