Administrative Project Coordinator

About the role

The Administrative Project Coordinator will provide administrative, scheduling, and coordination support for a marketing leadership team. This role will help keep team operations organized and moving by supporting calendars, meetings, follow ups, documentation, expenses, email monitoring, and general administrative needs.

Responsibilities

• Provide administrative support for multiple senior leaders, including calendar management, scheduling, and meeting coordination.
• Carefully monitor and help manage email communications as needed.
• Prepare meeting materials, recap notes, action items, and follow-up documentation.
• Support expense reporting and basic administrative processes.
• Help organize team files, documents, and shared resources.
• Support planning and coordination for team meetings, leadership meetings, and partner meetings.
• Coordinate logistics for guests attending meetings, including arrival details, agendas, materials, and follow-up needs.
• Track meeting outcomes, action items, decisions, and next steps.
• Help ensure team members have the information and materials needed for upcoming meetings and deadlines.
• Collect and organize information from team members, partners, and stakeholders.
• Maintain accurate records, documents, and trackers to support team operations.
• Aid in preparing reports, summaries, presentations, and status updates.
• Ensure files and shared materials are organized, current, and easy to access.
• Provide light project coordination support across team initiatives.
• Track deadlines, deliverables, and follow-up items.
• Help support team workflow, communication, and organization.
• Identify opportunities to improve organization, documentation, and administrative processes.
• Support additional administrative and coordination needs as assigned.

Qualifications

• 3+ years of experience in administrative support, executive assistance, project coordination, team coordination, or a related role.
• Experience supporting senior leaders or multiple stakeholders preferred.
• Strong organizational, time management, and follow-up skills.
• Exceptional attention to detail and accuracy.
• Strong written and verbal communication skills.
• Comfortable managing multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office Suite, including Excel, Word, PowerPoint, and Teams.
• Ability to work independently, take initiative, and anticipate team needs.
• Professional, polished, discreet, and collaborative.
• Experience in marketing, brand, entertainment, agency, or corporate environments is a plus.
• Ability to flex in hours.