Administrative Office Coordinator

Overview

The Administrative Office Coordinator provides administrative and operational support for the Washington, DC office location. This role ensures the smooth day-to-day functioning of the office while supporting leadership activities and coordinating administrative operations. In collaboration with Office Manager / Executive Assistant, Coordinator will support executives and provide administrative assistance to leaders visiting or working from the Washington, DC office. The role also serves as a backup resource to the Office Manager/Executive Assistant supporting the EVP of Public Policy & Government Relations when needed.

This position requires strong organizational skills, discretion when handling confidential information, and the ability to manage multiple priorities in a professional and fast‑paced environment.

• Serve as administrative coordinator for the Washington, DC office location.
• Support the daily operational needs of the office, ensuring efficient and organized office operations.
• Coordinate office logistics including meeting room scheduling, visitor coordination, and internal office communications.
• Maintain office supplies and coordinate with vendors and building management as needed.
• Ensure conference rooms and shared spaces are prepared for meetings and leadership visits.

• Provide administrative support to executives, including calendar coordination, meeting scheduling, and preparation of meeting materials.
• Assist with preparation and formatting of documents, presentations, and briefing materials.
• Coordinate meeting logistics including agendas, meeting materials, and follow‑up actions.
• Assist with travel arrangements and expense reports as needed.

• Provide administrative assistance to senior leaders and staff visiting or working from the Washington, DC office.
• Coordinate logistics for leadership visits, internal meetings, and small office events.
• Ensure visiting leaders and guests have the resources and administrative support needed while working from the office.

• Serve as a backup resource to the Office Manager / Executive Assistant supporting the EVP of Public Policy & Government Relations as needed.
• Assist with scheduling coordination, meeting logistics, and administrative tasks during periods of high volume or absence of the Office Manager/Executive Assistant.

• Prepare, edit, and format documents, reports, and correspondence.
• Maintain organized electronic and physical filing systems.
• Support coordination of internal meetings, administrative workflows, and project tracking.
• Assist with special projects and administrative initiatives as assigned.
• Communication and Relationship Management
• Serve as a professional point of contact for staff and visitors to the Washington, DC office.
• Maintain strong working relationships with internal teams and external partners.
• Exercise sound judgment when handling confidential or sensitive information.

• Bachelor’s degree preferred or equivalent work experience.

• 4+ years of administrative, office coordination, or executive support experience.
• Experience supporting senior leaders preferred.
• Experience coordinating office operations or supporting leadership teams in a professional environment.

• Strong organizational and time management skills.
• Ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Strong attention to detail and commitment to accuracy.
• Professional presence and ability to interact effectively with senior leadership.
• Ability to work independently while collaborating effectively with teams.

• Proficiency in Microsoft Office Suite.
• Experience with contact databases or office management systems preferred.

This job description is intended to describe the general nature and level of work performed by an employee assigned to this position. The description is not an exhaustive list of all duties,…