Administrative Coordinator

Position Summary

The successful individual will be a highly effective professional with an eye for detail who can multi-task in a fast-paced and fun environment. The position requires organization, resourcefulness and reliability, as well as a “team player” mentality. The Administrative Coordinator must be able to also work independently, maintain confidentiality across a variety of business matters, and be successful in critical project work for the firm.

What You Will Do

• Administrative Support
• Maintain Co-Managing Directors' calendars and coordinate all logistics for internal, external, and recurring meetings.
• Adjust daily schedules to resolve conflicts, accommodate shifting priorities, and ensure seamless meetings.
• Manage technical setups, video links, and conference lines to ensure meetings start on time and run efficiently.
• Prepare and submit accurate expense reports and credit card management needs for the Co-Managing Directors.
• Arrange and coordinate flights, hotels, dining reservations, and on-site meeting logistics.
• Process paid time off requests and maintain team availability in calendars.
• Handle critical business correspondence using Docusign, FedEx, couriers, and traditional mail services while coordinating with the broader team
• Operations Support
• Support annual business planning process and compile critical materials for board-facing documents and policies.
• Oversee firm-wide industry subscriptions, professional memberships, and renewal services.
• Support and assist in the planning and logistics of firm-wide or team events.
• Manage the broker licensing program and track participation and requirements in partnership with our external partner.
• Aid internal teams with invoice processing, tracking, and basic document management.
• Cook up and update operations guidelines and policies for the executive team and track annual changes.
• Aid cross-functional teams with special projects and administrative needs.

Requirements

• A minimum of 5 years of experience in a supporting role to one or more member(s) of the leadership team or related experience.
• Advanced writing, grammatical, and document formatting skills.
• Ability to work under pressure, prioritize appropriately, and multitask without compromising professionalism or quality of work.
• Ability to maintain discretion and confidentiality on all business and employee matters.
• Proven history of being an integrated part of a team culture and managing all work matters with a positive and supportive approach.
• Understand when to follow detailed directions, and when to apply creativity, independent judgement, and problem solving.
• Advanced skills in Microsoft Office including Word, Excel, PowerPoint, OneNote, and Outlook are required.
• Interested and willing to gain proficiency in learning Co-Pilot, AI and other emerging or industry related technologies.

Benefits

Newcastle Investors is committed to conducting all employment practices for employees at all levels without regard to race, creed, genetic characteristics, gender, color, religion, sex, national origin or ancestry, age, mental or physical disability, marital status, sexual orientation, veteran/military status, gender identity/status, pregnancy, childbirth or related medical conditions, or any other characteristic protected by applicable state, federal or local laws, except where a bona fide occupational requirement exists.

Pay

Salary: 55-85K (includes base and bonus opportunity)

Schedule

Hybrid Role (Mon, Wed, Thurs in-office / Tues, Fri home office)