Senior Administrative Coordinator

 

Senior Administrative Coordinator

 

What you will be doing:

The Senior Administrative Coordinator performs full clerical, administrative, and general office duties of a responsible and confidential nature. This individual will spend a significant amount of time scheduling and coordinating multi-internal and external meetings. Including arranging in-person meetings in the Charlotte office or at off-site locations (details include hotel arrangements/contracts, meeting logistics and dinners). Planning and supporting the annual Advisory All Hands off-site event. The individual will also coordinate travel, submit complex and billable expense reports, maintain department and service line email distribution lists, and serve as the Teams administrator as required for projects teams. The role prepares correspondence, develops presentations and spreadsheets, writes memos, and maintains files including those with highly confidential information.

In addition to the administrative tasks, this role requires a high level of tact and integrity. Work is performed under minimum supervision and requires the incumbent to exercise independence and discretion. Typically requires extensive experience as an executive assistant, meeting and customer facing, office manager or related job to understand functions and precedents. 

• Administrative Support

• Travel/Calendar Coordination

• Project Management

Key Responsibilities

Responsibility #1 – 65%

• Assist in meeting planning for coordination of internal / external meetings and event planning.

• Coordinate travel schedule, including preparation of itineraries, confirmation of reservations, scheduling of meetings and appointments at varying sites (hotels, airports, etc.) and ensure that complete meeting materials are available for timely review and to ensure proper preparation.

• Receiving messages, answering questions, and furnishing information, as necessary.

Responsibility #2 – 15%

• Assist with PowerPoint slide preparation and with Excel spreadsheets / tables that typically support presentations.

• Type, transcribe, and edit correspondence including letters, memorandums, reports, or special assignments. Assume responsibility for accuracy and completeness of documents as well as timely filings of certain notices.

• Work on special projects as requested.

Responsibility #3 – 10%

• Managing the office and administrative function for a business unit, including developing and facilitating changes in procedures, forms and practices, and workflows; tracking and maintaining records for time and attendance, expenses, training and development, strategy deployment, and performance management.

• Communicating the manager’s instructions or desires to various individuals and/or departments; furnishing and obtaining information from other leadership.

• Communicate professionally and frequently with all management team (internal and external) with all confidential matters handled with a high level of discretion.

Responsibility #4 – 10%

• Project support as required including processing complex billable expense reports/vendor payments and maintaining distribution lists and Teams sites.

​Required Qualifications

Work Experience:

Years of Applicable Experience - 2 or more years

Education:

High School Diploma or GED (Required)

 

Preferred Qualifications

Skills:

• Administrative support experience in a fast-paced environment

• Project Management skills

Experience:

• Support of Vice President or similar executive level

• Experience leading projects and/or cross functional teams

Education:

Associate’s or technical degree

 

Additional Job Requirements:

• Remain in a stationary position for prolonged periods of time 

• Be adaptive and change priorities quickly; meet deadlines 

• Attention to detail 

• Operate computer programs and software 

• Ability to communicate effectively with audiences in person and in electronic formats.