Administrative Assistant​/Office Coordinator

About Us

Intrado is dedicated to saving lives and protecting communities, helping them prepare for, respond to, and recover from critical events. Our cutting-edge company strives to become the most trusted, data-centric emergency services partner by uniting fragmented communications into actionable intelligence for first responders. At Intrado, all of our work truly matters.

The Administrative Assistant / Office Coordinator serves as a key administrative resource supporting varied Vice Presidents, Directors, and departmental leadership teams. This role is responsible for managing administrative processes, coordinating meetings and events, and supporting business operation. The position also provides front desk and visitor support during customer visits, executive meetings, and special events.

Key Responsibilities:

Leadership Support

• Provide day-to-day administrative support to Facility Management and designated leadership team members throughout the company
• Support scheduled meetings by coordinating conference room usage and catering options
• Assist in preparing reports and supporting materials
• Manage or assist in RFP final print production
• Track action items, follow-ups, and key deliverables on behalf of leadership
• Assist with travel arrangements, itineraries, and expense reporting as required
• Handle sensitive and confidential information with the highest level of professionalism and discretion

Meeting & Event Coordination

• Coordinate conference room reservations and meeting logistics
• Arrange catering, audio-visual requirements, and room set up for meetings and events
• Support executive visits, customer meetings, and company events
• Ensure meeting spaces are prepared, functional, and professionally presented
• Provide administrative support for departmental training sessions and employee engagement activities

Administrative Operations

• Prepare, edit, format, and publish departmental correspondence, reports, presentations, and communications on SharePoint site
• Maintain organizational charts, distribution lists, contact directories, and departmental records
• Develop and maintain filing systems and shared documentation repositories
• Support invoice processing, purchase requests, vendor coordination, and budget tracking activities
• Assist with data collection, spreadsheet maintenance, and preparation of recurring reports and metrics

Office & Facilities Coordination

• Serve as a liaison between employees and Facilities, IT, Security, and other support functions
• Assist with employee onboarding activities, including workspace preparation and coordination of office resources
• Support office moves, seating assignments, and workplace readiness initiatives
• Monitor common areas and conference rooms to ensure a positive workplace experience

Visitor & Reception Support

• Serve as reception and visitor support when customer visits, executive meetings, or special events occur
• Greet and assist visitors, vendors, and guests in a professional manner
• Coordinate visitor access and badge requests in accordance with company security procedures
• Manage incoming calls and direct inquiries to appropriate personnel as needed
• Act as a professional ambassador for the company during customer-facing interactions

Communication & Relationship Management

• Build strong working relationships with leaders, employees, customers, and external partners
• Communicate effectively with individuals at all levels of the organization
• Anticipate administrative needs and proactively resolve routine issues
• Exercise sound judgment when prioritizing competing requests and deadlines

Qualifications & Skills:

• 2+ years of administrative, executive assistant, office coordinator, or related experience
• Strong organizational and time management skills
• Proficiency in…