Senior Administrative Coordinator

Position Summary:

The Senior Administrative Coordinator is responsible for providing high-level administrative and operational support to one or more senior leaders within their assigned area.

The Senior Administrative Coordinator plays a vital role in ensuring the seamless operation of executive support functions through expert organization, communication, and coordination. This position requires a high level of professionalism, technical proficiency, and the ability to manage shifting priorities in a fast-paced environment. Acting as a central point of contact, the Senior Coordinator builds strong relationships across teams and with external partners while maintaining discretion and confidentiality. A proactive mindset, strong attention to detail, and the ability to manage a broad range of responsibilities independently are essential for success in this role.

Remote within the US. Hybrid if near an Audubon office.

Compensation:

Salary range based on geo-differentials:

• $27.00 - $30.00 / hour = National

• $30.00 - $34.00 / hour = Alaska, CA (not San Francisco), Connecticut, D.C., Chicago, Oyster Bay, NY

• $34.00 - $38.00 / hour = NYC (not Oyster Bay), San Francisco, Seattle

Additional Job Description

Essential Functions

• Manage complex calendars for senior leaders, ensuring efficient scheduling and prioritization of meetings, travel, and deadlines.

• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and itinerary management.

• Prepare and submit expense reports, process invoices, and reconcile purchasing card transactions in accordance with organizational policies.

• Track departmental budgets and assist with financial reporting and documentation as needed.

• Support meeting preparation by gathering materials, drafting agendas, organizing logistics, and conducting background research as needed.

• Attend meetings to take accurate notes, track action items, and ensure timely follow-up and completion of deliverables.

• Maintain organized administrative systems such as digital filing, document management, and tracking tools to optimize team efficiency.

• Serve as a liaison between leaders, staff, and external partners, ensuring timely and professional communication.

• Draft, proofread, and edit correspondence, reports, and presentations for internal and external audiences.

• Monitor and track team budgets, expenses, and project timelines, supporting financial and operational reporting needs.

• Develop preliminary drafts of standard contracts.

• Coordinate logistics for team meetings, retreats, and special events, including securing venues, managing catering, and handling technology needs.

• Maintain confidentiality and discretion in handling sensitive information, personnel matters, and organizational data.

• Assist with special projects and administrative initiatives as assigned, demonstrating flexibility and a proactive approach.

• Other job-related duties as assigned.

Qualifications and Experience:

• Bachelor’s degree and 3 – 5 years of administrative experience supporting executives or senior leaders with demonstrated knowledge of impactful schedule and travel management. An equivalent combination of education and experience will also be considered.

• Must be extremely organized, detail-oriented, and able to work effectively under pressure while juggling multiple tasks.  Ability to cope with volume, frequent changes in priorities, and frequent interruptions throughout the day. 

• Proven administration and time management skills and ability to complete a high volume of varied responsibilities in a fast-paced setting with keen attention to detail, thoroughness, and accuracy. 

• Self-driven with the ability to work well in a team setting, as well as unsupervised.

• Excellent written and verbal communication skills, as well as a strong ability to edit and proofread documents. 

• Demonstrated proactive approaches to problem-solving with strong decision-making capability. 

• High proficiency with MS Office, Slack, and Asana applications.

• Strong technical skills, including high-level comfort with travel/travel programs, apps, sites, and tools; demonstrated ability to stay abreast of time and effort-enhancing tools.

• Outstanding interpersonal skills, as this job requires frequent interaction with diverse individuals including external partners and staff at all levels.