Administrative Coordinator

About the role

Addison Group is partnering with our client, a well-established real estate investment and operating firm, to identify an Administrative Coordinator. This organization offers a collaborative culture, strong employee benefits, growth opportunities, and the chance to work closely with executive leadership in a dynamic and fast-paced environment.

Responsibilities

• Manage complex calendars and scheduling for senior leadership, including recurring meetings, client meetings, and internal events.
• Cook up travel arrangements, accommodations, dining reservations, and meeting logistics.
• Prepare and submit expense reports and assist with corporate credit card administration.
• Support meeting execution by coordinating technology, virtual meeting links, conference rooms, and materials.
• Facilitate document distribution, signature collection, shipping, and other business correspondence.
• Track team schedules, time off requests, and availability calendars.
• Aid with annual planning initiatives and preparation of executive-level reports and presentation materials.
• Maintain organizational memberships, subscriptions, and renewal schedules.
• Support planning and execution of company meetings, events, and team gatherings.
• Aid with licensing administration and compliance tracking in partnership with external vendors.
• Process invoices, maintain documentation, and support internal recordkeeping efforts.
• Help update internal procedures, policies, and operational resources.
• Provide administrative support on special projects and cross-functional initiatives as needed.

Qualifications

• Minimum of 5 years of experience supporting executives, leadership teams, or senior stakeholders.
• Demonstrated experience managing calendars, travel arrangements, expenses, meeting coordination, and executive correspondence.
• Strong event and meeting planning experience, including coordination of recurring leadership meetings and company events.
• Advanced proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and OneNote.
• Exceptional written and verbal communication skills with strong attention to detail.
• Ability to handle confidential information with discretion and professionalism.
• Strong organizational and time management skills with the ability to prioritize competing deadlines.
• Comfortable working independently while also contributing to a collaborative team environment.
• Interest in learning and utilizing emerging technologies, including AI tools and automation platforms.

Benefits

This position is eligible for medical, dental, vision, and 401(k).

Pay

$65,000 - $80,000 annually, plus potential bonus.

Schedule

Monday- Friday 100% in office.