Administrative Coordinator

The Administrative Coordinator to the Chief Operating Officer provides high-level administrative, operational, and strategic support to the COO and serves as a liaison to the Human Resources Department.

This role requires exceptional professionalism, sound judgment, discretion, and the ability to manage multiple priorities with accuracy and urgency. The ideal candidate will be a proactive problem solver who thrives in a fast-paced environment and demonstrates the highest level of integrity, emotional intelligence, and customer service.

• Provide direct executive support to the COO, including managing calendars, correspondence, meeting preparation, and travel logistics.
• Serve as the primary point of contact for the COO’s office, maintaining professionalism and confidentiality in all interactions.
• Coordinate communication and information flow between the COO’s office and internal departments and external partners.
• Manage meeting logistics, agendas, and follow-up actions to ensure timely completion of deliverables.
• Anticipate the COO’s needs and proactively address issues or opportunities for improved efficiency.
• Support the COO in monitoring strategic initiatives and agency priorities.
• Track and manage executive correspondence, ensuring timely and appropriate responses.
• Maintain confidential personnel and organizational information in accordance with ARC policies and applicable laws.
• Coordinate special projects and events as assigned.
• Serve as a representative of the COO’s office in a manner that reflects ARC’s values of integrity, collaboration, and public service.
• Serve as a departmental point of contact to coordinate communication with HR and help ensure staff are aware of applicable HR processes, deadlines, and resources.
• Assist employees and managers by directing them to the appropriate HR contacts, systems, and forms for matters related to benefits, performance processes, leave, and onboarding.
• Provide administrative and logistical support for HR-led activities (e.g., scheduling interviews, coordinating training logistics, tracking required documentation).
• Support recruitment activities by posting approved job announcements, scheduling interviews, and coordinating candidate logistics in partnership with HR.
• Assist with coordinating HR-led training sessions by managing schedules, attendance tracking, and communications.
• Route employee questions or concerns related to HR matters to the Office of Human Resources for review and resolution.

• Bachelor’s degree in business administration, public administration, communications, or a related field (or equivalent combination of education and experience).
• Minimum of seven (7) years of progressively responsible administrative experience supporting senior or executive leadership.
• Experience in a government, intergovernmental, or nonprofit organization strongly preferred.
• Demonstrated ability to maintain confidentiality, manage competing priorities, and deliver results in a fast-paced environment.

• Executive-level administrative practices and office management principles.
• Recordkeeping, document preparation, and meeting coordination best practices.
• Agency policies, organizational structure, and operations (preferred).

• Exceptional written and verbal communication.
• Managing complex calendars, priorities, and deadlines.
• Maintaining confidentiality and handling sensitive information with discretion.
• Building strong relationships across all levels of the organization.
• Organization, time management, and attention to detail.
• Proficiency with Microsoft 365, virtual collaboration tools, and document management systems.

• Exercise sound judgment and discretion in decision-making.
• Anticipate needs and take initiative with minimal supervision.
• Adapt to changing priorities while maintaining accuracy and professionalism.
• Work effectively under pressure and meet tight deadlines.
• Represent the COO and ARC with tact, diplomacy, and professionalism at all times.