Administrative Coordinator

Role Overview

The Administrative Coordinator provides comprehensive administrative, operational, and logistical support to ensure smooth daily functioning of the organization. This role serves as a key support partner to the Executive Assistant, CEO, and Executive Team, handling office operations, scheduling, communications, document preparation, and travel coordination. The Administrative Coordinator also acts as a backup for board logistics and governance support, ensuring continuity and professionalism in all executive-level processes.

Areas of Accountability

• Executives & Board Support:
• Serve as backup to the Executive Assistant for board logistics, governance tasks, and administrative preparation.
• Assist with preparing board materials, meeting packets, and documentation.
• Support coordination and follow-up activities.
• General Office Support:
• Screen and route calls, greet visitors, and maintain a professional office environment.
• Support cross-departmental projects and ensure smooth daily operations.
• Office Logistics Support:
• Aid the CEO and executive team with mail handling, meeting materials, correspondence, and meeting notes.
• Set up meeting spaces, manage room logistics, order supplies, and coordinate office tasks as assigned.
• Input Data:
• Enter and update information in assigned communication channels to ensure timely internal coordination.
• Travel Coordination:
• Handle registrations, flights, hotel bookings, itineraries, and reimbursement submissions; ensuring timely submission and accuracy of travel documentation.
• Calendar Management:
• Cook up appointments, meetings, and events; prevent scheduling conflicts and manage meeting logistics.
• Payroll Tracking:
• Collect, verify, scan, and submit time sheets.
• Maintain accurate tracking and follow-up on missing or incomplete entries.
• Document Workflow:
• Process requisitions, interoffice correspondence, and policy documents.
• Maintain organized filing systems and ensure timely routing of materials.
• Office Operations:
• Manage office supplies, equipment, and facility requests.
• Cook up with vendors and service providers to maintain efficient operations.
• Communication Handling:
• Manage incoming calls, email, and inquiries with professionalism.
• Draft correspondence and serve as a reliable point of contact for internal and external stakeholders.
• Preparing Documents:
• Create, edit, and format reports, presentations, memos, and other materials.
• Ensure accuracy, clarity, and consistency across all documents.

Required skills and qualifications

• Communication: Excellent written and verbal communication skills for drafting correspondence, reports, and minutes.
• Professionalism: High level of professionalism, discretion, and the ability to handle sensitive and confidential information; strong customer-service orientation.
• Organization: Strong organizational and time-management skills to manage multiple tasks and projects simultaneously while meeting deadlines.
• Technical proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management tools.
• Interpersonal skills: Strong diplomacy and interpersonal skills to build and maintain relationships with diverse personalities.
• Problem-solving: Ability to think ahead, anticipate needs, and work independently with minimal supervision.
• Education/experience: Associate degree in business, administration, or related field preferred. High school diploma or GED required. 2-4 years of administrative support experience. 1+ year of executive-level support (preferred, not required) Experience with scheduling, travel coordination, calendar management, and document preparation desired.
• Flexibility: Willingness to work evenings and weekends as required for events and meetings.

Administration

Houston, TX