Senior Administrative Coordinator

Vivmark Residential exists to set the mark for what home can be. Formed through the merger of AvalonBay Communities and Equity Residential, Vivmark brings together two industry leaders with a shared commitment to excellence, innovation, and delivering exceptional living experiences. As an owner, developer, and manager of more than 180,000 apartment homes in major markets across the US, we offer scale and opportunities for team members to move up and across functions, markets, and disciplines, building lasting careers.

About the role

We are seeking a highly organized and proactive Senior Administrative Coordinator to provide comprehensive administrative and operational support to senior leadership. This role serves as a trusted partner to executives, ensuring efficient day-to-day operations, coordinating complex schedules and events, and managing a variety of administrative projects. The ideal candidate is detail-oriented, resourceful, and capable of managing multiple priorities in a fast-paced environment while maintaining the highest level of professionalism and confidentiality.

Responsibilities

• Provide administrative support to senior executives and departmental leadership.
• Manage complex calendars, scheduling priorities, and meeting logistics.
• Coordinate travel arrangements, including itineraries, accommodations, and related documentation.
• Prepare and organize meeting agendas, presentations, reports, and supporting materials.
• Screen and respond to incoming phone calls, emails, and correspondence as appropriate.
• Maintain databases, spreadsheets, presentations, and other departmental files and records.
• Compile information and prepare departmental reports and presentations.
• Track departmental budgets, process invoices, and submit expense reports.
• Coordinate executive schedules and ensure priorities are effectively managed.
• Lead the planning and execution of company events, meetings, and special projects.
• Ensure administrative processes are completed in accordance with company policies and procedures.
• Provide guidance and coordination support to other administrative staff as needed.

Requirements

• High School Diploma or GED required.
• Minimum of 6 years of administrative support experience, preferably supporting executives or multi-person departments.
• Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Excellent organizational, time management, and prioritization skills.
• Strong written and verbal communication skills.
• Ability to handle confidential information with professionalism and discretion.
• Proven ability to manage multiple projects and deadlines simultaneously.
• Strong attention to detail and commitment to accuracy.

Preferred Qualifications

• Experience supporting senior-level executives.
• Experience coordinating corporate meetings, events, and travel arrangements.
• Familiarity with budget tracking, invoice processing, and expense management.

Success In This Role

• Exceptional organizational and problem-solving abilities.
• A high level of professionalism and executive presence.
• The ability to work independently with minimal supervision.
• Strong relationship-building skills and a collaborative approach.
• Flexibility and adaptability in a dynamic business environment.

Work Environment

This position operates in a professional office environment and routinely uses standard office equipment, including computers.

Benefits

• Medical, dental, and vision coverage.
• 401(k) with company match.
• Paid vacation and company holidays.
• Exclusive team member housing discounts.

Pay

Total base pay range: $60,400.00 - $100,700.00.

Schedule

• Full time.
• 40 weekly scheduled hours.