Administrative Assistant; 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.

Office Operations Coordination

• 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.
• Maintains office supplies and coordinate with vendors and building management as needed.
• Ensure conference rooms and shared spaces are prepared for meetings and leadership visits.

Administrative Support for Leadership

• 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.

Leadership and Visitor Coordination

• 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.

Executive Assistant Backup Support

• 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.

Administrative Coordination

• 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.

• 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.

Education

• Bachelor’s degree preferred or equivalent work experience.

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.

Skills and Abilities

• 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…