Administrative Coordinator

Position Overview:

We are looking for an experienced administrative professional to manage essential operational functions, including scheduling, travel coordination, contract management, invoicing, and special projects. The ideal candidate will have a high level of professionalism, excellent organizational skills, and the ability to work independently as well as part of a team.

Key Responsibilities:

• Calendar Management: Manage calendars by anticipating conflicts and handling last-minute changes.
• Travel Coordination: Book domestic and international air and ground travel, as well as accommodations.
• New Hire Support: Act as the point person for new hire onboarding, technology setup, and department supplies.
• Contract and Vendor Agreements: Draft and revise contracts and vendor agreements as needed.
• Expense Reports: Prepare and process expense reports.
• Invoicing and Billing: Manage daily invoicing and billing tasks, as well as review project expenses.
• Special Projects: Assist with various special projects as assigned by the team.

Qualifications:

• Experience: Minimum of 3+ years of administrative experience.
• Confidentiality: Must be able to handle highly confidential information with discretion.
• Professionalism: Strong professional demeanor and maturity.
• Communication Skills: Excellent verbal and written communication skills.
• Multi-tasking: Strong organizational skills with the ability to multi-task and manage time efficiently.
• Team Player: Ability to work well within a team.
• Technical Skills: Strong knowledge of Microsoft Outlook, Word, Excel, and PowerPoint. Experience with MS Visio and Adobe Acrobat is a plus.
• Environment Adaptability: Comfortable working in a fast-paced, dynamic environment.