Administrative Coordinator

Coordinates and has direct responsibility for a program, project, event or program. Creates and implements administrative systems to manage area of responsibility. Serves as main source of information, effectively responding to inquiries from potential customers, participants, academic collaborators. Prepares and maintains records, reports, budget and plans. May maintain a web page, website, or program materials. Requires 2 to 3 years of related experience, excellent interpersonal and communication skills. Ability to work independently with minimal supervision and direction. Able to plan, prioritize, and track work. Basic or better proficiency on common office software.

Plays a key role in supporting the Client’s Office as part of a team supporting the Dean of the Faculty. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Requires excellent communication and interpersonal skills, ability to work as part of a team and independently.

Performs a wide range of administrative activities including, but not limited to:

Front office reception duties
Serving as principal contact and source of information for customers of the office including faculty, students, staff, and external people.
Plays a key role in the front suite by welcoming guests to the Client’s Office; answering the phone, receiving mail.

Financial support
Concur reports preparation, accounts payable coordination, tracking of payments and expenses as needed.

Records management
Creating, managing and updating records. Including updates to team resources on SharePoint.

General office support and project management
Supports the client’s office team by providing backup support to other team members; coverage during vacations and other time off; support for shifting priorities, including ad-hoc project management and tracking.

Meeting support
Secure and set up meeting space; arrange and support Zoom meetings as needed; arranging catering orders; may attend meetings by Zoom or in person to provide logistical support.
Coordinate logistics for meetings, including room reservations, technology setup, and materials preparation as needed.

Calendar support
Supports Senior Executive Assistant and Briefings Coordinator with calendar review to assure accurate and timely updates to the client’s schedule, as well as prioritizing scheduling queue with Client’s Office team.

Briefing support (backup)
Gathers briefing materials, bios, and other advance materials.
Takes initiative to help identify holes in client’s briefing materials and take steps to remedy; research background on attendees as needed; prepare informative and concise bios.

Travel Support
Supports travel coordination including booking reservations (ground transport, air travel, hotel bookings, etc.) and other logistics.

Email management
Reviewing, routing, answering, and monitoring follow up actions on email correspondence on behalf of the office.

Additional duties as required.

Successful person in this role will be flexible, professional, accountable, brings a can-do attitude, and is a team player. Able to learn systems and be consistent in written materials, offer system improvements when able. Requires ability to rapidly learn client and office policies and procedures. Strong experience in Microsoft Office suite, Outlook, and SharePoint; experience in complex calendar management, word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, and email. Uses internet and online conference applications (Zoom, Teams).

EXPECTATIONS:
Quickly learn structure of office
Understand who is on 10th Floor Leadership and Client’s Council, and all other client leadership.
Learn the academic departments and office names and related contacts for each
Share and manage projects/tasks jointly with other colleagues in collaborative manner
Take direction and correction well, take responsibility for changes and proactively take steps to ensure processes are correctly carried out
Willingness to dig in on projects and tasks and see through to completion
Ask pertinent questions to resolve potential issues proactively

HARD SKILLS WE ARE LOOKING FOR:
High-level office exp and/or College grad
Office and Outlook
Scheduling
Email/correspondence
Excellent written communication and copy-editing skills required

SOFT SKILLS WE ARE LOOKING FOR:
Professional, friendly, helpful
Communication, written and spoken

The ideal candidate has executive-level administrative or higher education experience, thrives in a highly visible front-office environment, provides exceptional customer service, manages communications professionally, and can confidently represent the Client’s Office with faculty, staff, and visitors.
Strong Communication (Written and Verbal) to visitors and Client’s Office
High level of professionalism as they are guest and visitor facing

Required/Preferred familiarity with:
Microsoft Office Suite
SharePoint
OneDrive
Zoom
Concur (strong preference)
Buy-to-Pay/Procurement systems (nice to have; transferable experience acceptable)
AI tools such as ChatGPT or Claude (plus, not required)

Notes:
Onsite

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status