Administrative Services Coordinator

About the role

Location: Omaha, NE. Job Type: Full-Time | non-exempt | Onsite. The Administrative Services Coordinator position in the Legal & Administration Department provides confidential administrative and executive support to the Chief Executive Officer, Executive Staff, and the Legal & Administration Department. The position reports to the head of the Legal & Administration Department unless otherwise designated by the Chief Executive Officer. The position serves as a central administrative resource for executive coordination, legal and records administration, human resources support, office operations, and cross-departmental projects that contribute to the efficient operation of the Omaha Airport Authority. The Administrative Services Coordinator regularly interacts with employees, Board members, outside counsel, consultants, governmental agencies, business partners, applicants, and other Airport stakeholders and must exercise professionalism, discretion, sound judgment, initiative, and strict confidentiality.

Responsibilities

• Provides high-level administrative coordination for executive leadership and the Legal & Administration Department, helping organize priorities, schedules, communications, and special initiatives.
• Provide confidential, high-level administrative support to the Chief Executive Officer, Executive Staff, and the Legal & Administration Department.
• Coordinate executive calendars, meetings, appointments, conference registrations, travel arrangements, and meetings with Board members, consultants, governmental agencies, business partners, Airport stakeholders, and internal departments.
• Prepare and format correspondence, memoranda, reports, presentations, executive summaries, meeting agendas, leases, contracts, and other professional documents.
• Monitor and track assignments, projects, critical dates, follow-up items, and deadlines to support executive and departmental priorities and special initiatives.
• Maintain and organize confidential executive and departmental records and electronic document repositories, and perform other administrative duties as directed by executive leadership or the Legal & Administration Department.
• As needed, provide backup administrative support for Board functions, including assisting with agenda materials, Board packets, resolutions and official records, and Board meeting logistics.
• Assist with contract routing, execution, filing, tracking, database maintenance, and monitoring of critical dates.
• Organize and maintain legal files and assist with document collection for outside counsel, litigation support, claims administration, and regulatory or compliance matters as assigned.
• Coordinate administrative aspects of public records requests, records retention, document management, and policy and procedure files under the direction of the Legal & Administration Department.
• Identify opportunities to improve administrative processes, organization, document workflows, and office efficiency in the Legal & Administration Department.
• Provide administrative HR support as requested, including maintaining or organizing personnel-related documentation and supporting assigned HR processes.
• Assist with HR reporting, audits, data collection, and special projects.
• Serve as backup support for HR administration as needed and as trained or authorized.
• Support employee recognition, wellness, engagement, onboarding, and other employee programs or events.
• Assist with recruitment administration, including receiving and organizing application materials and maintaining required records as assigned.
• Coordinate shared meeting spaces and related administrative logistics, including scheduling, service-provider coordination, and arrangements for special or after-hours use.
• Coordinate office supplies, equipment, services, and approved purchases to support efficient workplace operations.
• Process invoices, purchasing requests, requisitions, and other administrative transactions; assist with budget tracking and administrative reporting.
• Coordinate routine financial and administrative processes with Finance, Accounting, and other departments as assigned.
• Identify and assist practical improvements to shared office systems, administrative workflows, vendor coordination, and workplace efficiency.

Requirements

• High