Senior Administrative Coordinator - Headquarters; HQ

Location: This role is based in the New York City office and requires regular in-office presence.

Position

Description:

Serve as a highly trusted and highly organized professional, providing coordination for daily headquarters (HQ) administrative activities including calendar management, expense support, and light travel needs for multiple executives. Facilitate team enablement for cross-functional scheduling, meeting and event logistics, hospitality coordination, and provide administrative support for HQ initiatives. Proactive and service-oriented, able to handle confidential information with discretion, communicate clearly, and improve systems and processes using technology, Artificial Intelligence (AI), and automation.

• Provide proactive and professional executive-level support with high autonomy to multiple senior executives, anticipate needs, simplify coordination, and facilitate smooth day-to-day flow.
• Own complex calendar management across leaders (e.g., prioritization, conflicts, time-zone management, meeting hygiene, agendas, and follow-ups) and coordinate shared HQ cross-functional calendars, assist with flow of meetings, leadership touchpoints, and milestone moments.
• Prepare, submit, reconcile, and track accurate, timely expense reports; assess for policy compliance, accuracy of documentation, and provide timely submission.
• Coordinate light business travel logistics, as requested.
• Promote team enablement to facilitate headquarters (HQ) meeting and event coordination.
• Manage conference room strategy and meeting logistics (e.g., space planning, confirmations, tech readiness, attendee communications).
• Plan and execute HQ events and in-office meetings (e.g., hospitality coordination, catering, room set‑up, run‑of‑show, vendor coordination, and day‑of support).
• Capture notes, decisions, and action items for leadership meetings as needed; track follow-ups to closure, risks, and dependencies.
• Provide administrative and coordination support for select HQ initiatives, Departments, or other projects as needed and as capacity allows.
• Identify repetitive tasks and propose recommendations that enhance team efficiency, systems, processes, and service delivery. Contribute to development and embrace Artificial Intelligence (AI) and automation for continuous improvement of coordination-related Standard Operating Procedures (SOPs).
• Collaborate with HQ Office Manager and Information Services (IS) team for executive-level office needs; triage requests and elevate to appropriate entity for support (e.g., Security, Safety, facilities).
• Keep leaders informed of relevant office announcements and changes that impact schedules, safety, or local operations.
• Develop and maintain stakeholder/contact lists and distribution groups; support recurring communications and information sharing across HQ functions.
• Coordinate purchasing and vendor engagements (e.g., quotes, purchase orders/invoices, budgets) related to events, hospitality, and HQ operations.
• Other activities, duties, and responsibilities as assigned.

Qualifications:

• Associate’s or Bachelor’s Degree from accredited degree program and/or professional administrative certification, with minimum 6 years of relevant general office or administrative services experience required, in lieu of degree/certification, High School Diploma or GED and minimum 10 years of related administrative service experience, or equivalent combination of education, training, or experience
• Commissioned Notary Public, desired
• Project management skills, able to prioritize, problem solve, and manage competing workload assignments with demanding time frames; able to stay composed and deliver high-quality work in fast-paced environment
• Effective active listening skills and follow up on commitments and deadlines
• High degree of organization, attention to detail, and accuracy
• High standards of accountability and integrity, exercise discretion, and maintain confidential information
• Demonstrate approachable, proactive, positive, and professional presence
• Excellent relationship-building skills with C-suite leaders, engage professionally with stakeholders across organizational levels, and vendors
• Professional verbal…