Administrative Coordinator

Responsibilities

• Provides comprehensive administrative support to the executive team including calendar management, meeting scheduling, and coordination of evolving priorities.
• Captures and coordinates executive travel logistics including itineraries, accommodations, and related arrangements, ensuring seamless and efficient execution.
• Supports the executive team with special projects and initiatives, managing timelines, tracking deliverables, and ensuring effective communication and follow-through.
• Coordinates executive governance and board support, including meeting logistics and managing communications to ensure seamless execution.
• Prepares board and committee materials, including compiling, formatting, and distributing documentation in alignment with governance standards and timelines.
• Maintains governance documentation and supports follow-up activities, including proper documentation storage, tracking action items, and progressively assuming ownership of administrative coordination for assigned internal committees.
• Manages supplies for executive office and break room, ensuring organization and overall readiness to support daily business needs.
• Provides daily administrative support to the executive office, including document filing, printing, and maintaining organized and efficient workspaces.
• Serves as the primary point of contact for general office and administrative needs, supporting facility-related coordination, greeting visitors, and managing deliveries to ensure a professional and welcoming environment.
• Coordinates logistics for internal and external meetings, including venue selection, catering, materials, and on-site support to ensure seamless execution.
• Manages meeting communications including sending invitations, tracking RSVPs, and maintaining clear, timely communication with attendees.
• Oversees the attendee experience and event readiness by organizing registrations, materials, and logistics to support professional and well-executed meetings.
• Supports corporate expense management by providing support in preparing and submitting expense reports on behalf of executive leadership, ensuring timely, accurate documentation and compliance with organizational policies.
• Aids in Administrative/Executive/Board Budget tracking and reporting.
• Aids in corporate credit card administration, including tracking card holders, reconciling statements, and supporting adherence to policy and audit guidelines.

Qualifications

• Bachelor's degree in Business Administration, Finance, or a related field.
• Minimum of 3 years of administrative support experience, preferably in a corporate or financial services environment.
• Strong organizational skills, attention to detail, and ability to prioritize tasks effectively.
• Excellent communication and interpersonal skills, with the ability to interact professionally with executives and board members.
• Proficiency in Microsoft Office Suite, particularly Outlook, Word, Excel, and PowerPoint.
• Experience with project management tools and software.
• Ability to manage multiple tasks and projects simultaneously.
• Knowledge of financial services industry practices and regulatory requirements.