Administrative Coordinator

The Administrative Coordinator provides administrative, operational, and executive-level support to ensure the efficient day-to-day operation of the office and support of company leadership. This role is responsible for managing office organization, coordinating travel arrangements, maintaining administrative systems, and serving as a personal and professional assistant to the CEO. The ideal candidate is highly organized, proactive, detail-oriented, and capable of handling sensitive information with professionalism and confidentiality.

Duties/Responsibilities:

• Provide direct administrative and personal support to the CEO, including calendar management, scheduling, meeting coordination, and task follow-up.
• Coordinate business and personal travel arrangements for the CEO and company personnel, including flights, hotels, rental vehicles, itineraries, and reservations.
• Assist the CEO with correspondence, document preparation, expense tracking, reminders, and general organizational support.
• Manage day-to-day office operations to ensure an organized, efficient, and professional work environment.
• Answer and direct incoming phone calls, emails, and visitor inquiries in a professional manner.
• Coordinate shipping and receiving activities, including preparing shipping labels, tracking deliveries, and organizing incoming and outgoing packages.
• Maintain office supplies, inventory, kitchen supplies, and vendor orders.
• Schedule meetings, conference calls, and appointments for company personnel as needed.
• Prepare, organize, scan, file, and maintain company records, documents, and administrative files.
• Support company leadership and project teams with administrative tasks, data entry, reporting, and document distribution.
• Coordinate with vendors, subcontractors, service providers, and building management regarding office needs and scheduling.
• Assist with planning company meetings, events, employee functions, and client hospitality arrangements.
• Maintain cleanliness and organization of office spaces, conference rooms, and shared areas.
• Assist with expense reports, receipt organization, invoice tracking, and administrative reporting.
• Handle confidential company and executive information with discretion and professionalism.
• Help manage priorities, reminders, and follow-up items for the CEO to support operational efficiency.
• Perform other administrative, operational, or executive support duties as assigned.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• High level of professionalism, discretion, and confidentiality.
• Strong interpersonal and customer service skills.
• Ability to work independently and proactively solve problems.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Strong time management and follow-through skills.
• Ability to adapt quickly and support changing business needs.
• Professional demeanor and ability to interact effectively with executives, clients, vendors, and employees.

Education and Experience:

• High school diploma or equivalent required.
• Associate degree or administrative certification preferred but not required.
• Previous experience in office management, executive assistant, administrative support, or coordinator roles preferred.
• Experience supporting senior leadership or executives strongly preferred.

Licensing/Certification:

• Valid Driver’s License required.