Senior Admin Coordinator

Key Responsibilities

• Provide high-level administrative and operational support to an executive office and senior leadership.
• Serve as a primary backup to the Executive Assistant and assist with maintaining continuity of executive office operations.
• Manage and coordinate complex calendars, meetings, appointments, events, and executive engagements.
• Review incoming scheduling requests, identify potential conflicts, and assist in prioritizing the executive's time.
• Coordinate domestic and/or business travel, including flights, hotels, transportation, meals, itineraries, and contingency arrangements.
• Prepare and organize executive briefing materials, meeting documentation, schedules, correspondence, and supporting materials.
• Independently coordinate meetings and events involving executives, board members, donors, community leaders, employees, and other key stakeholders.
• Serve as a professional liaison between the executive office and internal departments, external organizations, visitors, and other constituents.
• Receive, evaluate, direct, and appropriately respond to inquiries, requests, complaints, and sensitive matters.
• Exercise discretion and independent judgment when determining how inquiries and issues should be handled or escalated.
• Compose, edit, format, and proofread professional correspondence, letters, memoranda, reports, presentations, and other communications.
• Maintain organized electronic and physical records using digital file storage and document-management platforms.
• Maintain executive and organizational contact lists, calendars, files, and other administrative resources.
• Assist with the planning and execution of executive-level meetings, special events, VIP engagements, and organizational functions.
• Coordinate event communications, logistics, scheduling, materials, and pre- and post-event follow-up.
• Partner with internal departments to coordinate executive meetings and engagements with donors, community members, business leaders, and other external stakeholders.
• Assist with onboarding, training, and supporting administrative staff and temporary employees as needed.
• Help identify and resolve administrative and operational issues through research, analysis, recommendations, and follow-through.
• Manage special projects requiring significant organization, deadline tracking, communication, and coordination across multiple departments.
• Assist with office resource planning, facilities coordination, audiovisual requirements, and basic technology troubleshooting.
• Process organizational memberships, administrative requests, and related documentation.
• Maintain knowledge of organizational policies, procedures, and operating practices and apply them appropriately when handling administrative matters.
• Handle confidential, sensitive, and executive-level information with a high degree of professionalism, tact, diplomacy, and discretion.

Qualifications

• Bachelor's degree in Business Administration, Communications, Management, or a related field preferred.
• 6+ years of progressively responsible administrative support or office experience, preferably supporting senior executives or working within a complex professional organization.
• Previous experience supporting a C-suite executive, President, CEO, senior executive, or executive office strongly preferred.
• Experience coordinating executive calendars, meetings, travel, and complex scheduling.
• Experience planning and executing VIP, executive, donor, board, or high-profile events preferred.
• Demonstrated ability to work independently and successfully execute assignments with minimal supervision.
• Strong organizational and project-management skills with the ability to manage multiple assignments and shifting priorities simultaneously.
• Excellent written and verbal communication skills.
• Strong proofreading, editing, correspondence, and document-preparation skills.
• Excellent analytical, problem-solving, and decision-making abilities.
• Ability to interact professionally and confidently with executives, board members, employees, clients, community members, and external stakeholders.
• Intermediate to advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Comfortable learning and utilizing calendar, document-management, cloud-storage, and enterprise administrative systems.
• Demonstrated experience handling confidential and sensitive information.
• Strong customer-service orientation and polished professional presence.
• Exceptional attention to detail and commitment to producing accurate, high-quality work.