Administrative Coordinator

Overview

Plays a pivotal role in ensuring the smooth functioning of the president's office by managing the president's schedule, communications, and travel arrangements, while also preparing for meetings and handling document management. Additionally, provides crucial support to the president’s leadership team to plan, organize and complete assignments, special projects, and initiatives, serving as a key liaison between the president and other staff and stakeholders.

Ability to handle confidential information with discretion and prioritize tasks allows the president to focus on strategic leadership responsibilities, enhancing overall efficiency and productivity within the organization. Ability to manage multiple projects, deadlines and priorities.

• Proven experience as an administrative assistant or office admin assistant.
• Knowledge of office management systems and procedures.
• Working knowledge of office technology and equipment e.g. computers, printers and fax.
• Strong customer service, people and communication skills.
• Proficiency in MS Suite (Outlook, Word, Excel, MS PowerPoint) web and mobile applications.
• Excellent time management skills and the ability to prioritize work and meet deadlines.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to handle multiple priorities.
• High School degree; additional qualification as an Administrative Assistant is a plus.

• Answer and direct phone calls.
• Plan, organize, coordinate and schedule appointments and events.
• Plan meetings and take detailed minutes.
• Write and distribute emails, memos, letters, faxes, and forms.
• Assist in preparing regularly scheduled reports.
• Develop and maintain a filing system.
• Update and maintain office policies and procedures.
• Order office supplies and research new deals and suppliers.
• Maintain contact lists.
• Book travel arrangements.
• Submit and reconcile expense reports.
• Provide general support to visitors, staff, agents and stakeholders.
• Act as the point of contact for internal and external clients and stakeholders.

This position is performed primarily in an office environment and requires prolonged periods of sitting at a desk and working on a computer. The role involves repetitive hand and finger movements, including typing and using a mouse, as well as extended screen time. The workspace is typically climate-controlled with standard office lighting and noise levels. Occasional walking, standing, or light lifting (up to 15 pounds) may be required.