Administration Coordinator
This is what you will do:
The Administrative Coordinator will play a key role in supporting team engagement initiatives while providing high-level administrative support. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Executive Support & Calendar Management: Own complex calendar scheduling, prioritize competing demands, and coordinate across time zones for the VP and senior leaders; anticipate needs and proactively resolve conflicts. Travel Coordination (Concur): Arrange domestic and international travel using?Concur, including flights, accommodations, ground transport, and itineraries; manage changes and contingencies. Leadership Team Operations: Work closely with the VP’s leadership team to plan and execute?quarterly leadership meetings, including agenda development, materials preparation, attendee coordination, onsite logistics, catering, and follow-up actions. Stakeholder Collaboration: Partner effectively with senior leaders and their administrative partners to streamline scheduling, approvals, and cross-functional coordination. Catering & Facilities Liaison: Serve as the?primary point of contact for catering?and onsite logistics at the?Boston?and?New Haven?locations for IT department leadership meetings, town halls, and key events. IT Communications Support: Collaborate with the?IT Communications team?to execute?town halls,?leadership presentations, and?communications?for the IT organization; ensure timelines, content reviews, and distribution plans are met. Confidential Processes: Coordinate?confidential interviews?and meetings with discretion; manage documents and communications in line with confidentiality requirements. Global Coordination: Schedule and support meetings across?multiple time zones, ensuring accessibility for global stakeholders and timely follow-ups. Project Management: Lead and track administrative and event-related projects end-to-end (scope, timeline, dependencies, stakeholders, and risk mitigation); drive status updates and deliverables to completion. Operational Excellence: Maintain documentation, trackers, and shared resources; identify opportunities to improve processes and standardize practices.
You will need to have:
Required Skills & Qualifications
- Bachelor’s degree or equivalent relevant work experience
- Minimum of 3–5 years of experience in executive administrative support, office management, or team coordination roles
- Proven experience supporting senior leaders/executives in a fast-paced corporate environment
- Strong calendar management skills, including coordination of complex schedules and meeting logistics
- Demonstrated experience in event planning, catering coordination, and vendor management
- Experience managing domestic and international travel arrangements and expense reporting
- Excellent organizational skills with the ability to manage multiple priorities and deadlines simultaneously
- Strong written and verbal communication skills with a high level of professionalism
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools
- Experience using internal communication platforms (e.g., Workvivo or similar tools) preferred
- Ability to leverage GenAI tools to improve efficiency and communication effectiveness
- High attention to detail with strong problem-solving and follow-up skills
- Ability to work independently, exercise sound judgment, and handle confidential information with discretion
- Strong interpersonal skills with the ability to collaborate across teams and build effective working relationships
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