Senior Admin Coordinator

Executive Administrative Assistant

Provide high-level administrative and operational support to an executive office and senior leadership.

Serve as a primary backup to the Executive Assistant and assist with maintaining continuity of executive office operations.

Manage and coordinate complex calendars, meetings, appointments, events, and executive engagements.

Review incoming scheduling requests, identify potential conflicts, and assist in prioritizing the executive's time.

Coordinate domestic and/or business travel, including flights, hotels, transportation, meals, itineraries, and contingency arrangements.

Prepare and organize executive briefing materials, meeting documentation, schedules, correspondence, and supporting materials.

Independently coordinate meetings and events involving executives, board members, donors, community leaders, employees, and other key stakeholders.

Serve as a professional liaison between the executive office and internal departments, external organizations, visitors, and other constituents.

Receive, evaluate, direct, and appropriately respond to inquiries, requests, complaints, and sensitive matters.

Exercise discretion and independent judgment when determining how inquiries and issues should be handled or escalated.

Compose, edit, format, and proofread professional correspondence, letters, memoranda, reports, presentations, and other communications.

Maintain organized electronic and physical records using digital file storage and document-management platforms.

Maintain executive and organizational contact lists, calendars, files, and other administrative resources.

Assist with the planning and execution of executive-level meetings, special events, VIP engagements, and organizational functions.

Coordinate event communications, logistics, scheduling, materials, and pre- and post-event follow-up.

Partner with internal departments to coordinate executive meetings and engagements with donors, community members, business leaders, and other external stakeholders.

Assist with onboarding, training, and supporting administrative staff and temporary employees as needed.

Help identify and resolve administrative and operational issues through research, analysis, recommendations, and follow-through.

Manage special projects requiring significant organization, deadline tracking, communication, and coordination across multiple departments.

Assist with office resource planning, facilities coordination, audiovisual requirements, and basic technology troubleshooting.

Process organizational memberships, administrative requests, and related documentation.

Maintain knowledge of organizational policies, procedures, and operating practices and apply them appropriately when handling administrative matters.

Handle confidential, sensitive, and executive-level information with a high degree of professionalism, tact, diplomacy, and discretion.