Administrative Operations Coordinator

Description and Functions

The Administrative Operations Coordinator arranges comprehensive administrative and operational workflows for the Wyoming Retirement System’s Executive Director, Administrative Operations Manager, and the Executive Management team. The Coordinator also facilitates key operational logistics for WRS and Volunteer Boards.

This role is heavily centered on planning and facilitating a minimum of eight annual board meetings statewide—including monitoring vendor contracts, catering, travel, and accommodations.

The coordinator will oversee public meeting notices, draft and publish official board minutes, manage the WRS Board website, and serve as the coordinator for legislative outreach events. Additionally, the position executes ongoing maintenance for the WRS Staff Resource website, coordinates senior staff travel, updates the Board policy manual, and assists with internal agency work orders.

• Board Meeting Execution:
  Plan and execute 8+ annual statewide board meetings. Coordinate venues, caterers, hotel blocks, and travel for up to 40 attendees. Issue public notices, draft official minutes as a Board Secretary designee, and monitor a $100,000 budget.
• Board & Stakeholder Liaison:
  Act as internal and public contact for the boards. Coordinate vendor contracts via state procurement guidelines, facilitate board member onboarding/offboarding, and maintain the WRS Board website.
• Executive & Office Support:
  Support the Executive Director and Administrative Operations Manager by managing high-level calendars, senior staff travel, and executive correspondence. Route internal work orders, reconcile Visa statements, and assist with new-hire administrative onboarding as needed.
• Policy & Intranet Maintenance:
  Coordinate drafting, tracking, and archiving of agency operational policies. Document formal amendment process for the Retirement Board Policy Manual and maintain current content on the internal WRS Staff Resource website.
• Legislative Outreach:
  Plan, coordinate, and execute legislative breakfasts and outreach events. Manage invitation lists, coordinate proactively with legislators, and secure state venues through the Legislative Service Office (LSO).

Preferences: Preference may be given to applicants with experience providing progressive administrative or operational support to an Executive Management team or a Board of Trustees.

Knowledge:

• Executive & Board Support:
  Advanced knowledge of administrative procedures, operational coordination, and systems required to support an Executive Management team and a Board of Trustees.
• Statutory Familiarity:
  Knowledge of (or ability to quickly utilize) the Wyoming Retirement System Act, public meeting compliance, and other applicable state statutes and policies.
• Event Planning & Logistics:
  Exceptional event planning, venue coordination, and catering logistics skills, with a proven ability to maintain adaptability during complex live events.
• Financial Tracking:
  Skilled in budget tracking, expense voucher verification, procurement processing, and financial document reconciliation.
• Professionalism & Discretion:
  Strong understanding of strict confidentiality, diplomacy, and objective professionalism when working with public officials and stakeholders.
• Organization & Drive:
  Independent, self-motivated individual with strong organizational skills. Ability to balance multiple high-priority tasks, keep accurate schedules, and manage complex documentation timelines.
• Communication & Tech Systems:
  Professional oral and written communication skills. Proficient with Microsoft Suite, Google Suite, Zoom platform, and basic website content maintenance.

Minimum Qualifications:

• Education:
  
  Bachelor’s Degree (typically in Business).
• Experience:
  
  0–1 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist II.
• OR 3–4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist II.

• Environment:
  Standard professional office setting.
• Physical Demands:
  The…