Administrative Coordinator

About the role

Location: Providence, RI 02912. Duration: 3 months. The IBES Administrative Coordinator provides executive assistance to the senior leadership team and general administrative support for the department.

Responsibilities

• Provide detailed and complex administrative support to individuals or groups.
• Supply information, maintain files, schedule appointments, produce correspondence, and relieve officials of minor business details.
• Exercise good judgment, display professionalism, be reliable, and work with a positive attitude.
• Provide direct support to the IBES Director: calendar management, travel arrangements, and reimbursements.
• Support general administrative functions: event planning and execution (catering arrangements, room bookings, meeting scheduling for faculty, staff, and students), supplies and equipment procurement, expense and reimbursement filing, and space management (including building/room access).
• Research and resolve issues independently to make effective use of the senior leadership team’s time.

Requirements

• Minimum 3 years of relevant clerical/administrative experience.
• Bachelor’s degree.
• Minimum 3‑5 years of experience (as noted).
• High proficiency in Word, PowerPoint, Excel, Outlook, and mail merge.
• Ability to type, edit complex documents such as reports, presentation materials, and tables.
• Excellent organizational and interpersonal skills.
• Ability to work well under pressure.

Skills

• Administrative Coordinator / Executive Assistant with 3–5 years of experience, capable of independently supporting a senior leader while managing office operations, purchasing/financial administration, facilities coordination, and events.
• Highly organized, proactive, detail‑oriented, comfortable working on‑site, and able to exercise discretion and independent judgment in a fast‑paced academic or professional environment.
• Proficient in Google Suite and Microsoft Office; experience with project management tools is a plus.