Administrative Coordinator - 20718

Our client is a growing, mission-driven organization seeking a highly organized and proactive Administrative Coordinator to provide operational and administrative support for daily business functions. This individual will play a key role in keeping the office organized, managing schedules, coordinating events, and ensuring facilities and administrative processes operate efficiently.

The Administrative Coordinator will serve as the central point of coordination for administrative operations, calendar management, meeting logistics, facility readiness, and general office support. This role requires someone who is highly organized, detail-oriented, and able to manage multiple priorities while maintaining excellent communication with internal teams, visitors, and third-party vendors.

The ideal candidate is a proactive problem solver who enjoys creating organized systems, supporting leadership, and ensuring day-to-day operations run smoothly.

• Provide day-to-day administrative support to leadership and internal teams

• Manage calendars, meetings, and scheduling across multiple stakeholders

• Coordinate meeting logistics, room preparation, and administrative materials

• Monitor shared inboxes and respond to emails in a timely and professional manner

• Answer incoming phone calls and direct inquiries appropriately

• Maintain organized digital and physical filing systems

• Support special projects and additional administrative responsibilities as assigned

• Manage the master organizational calendar to ensure scheduling accuracy

• Coordinate internal meetings, events, and facility reservations

• Handle event rental inquiries and assist with scheduling external facility usage

• Prepare meeting spaces and event areas before scheduled activities

• Ensure event logistics are completed accurately and on time

• Support the successful execution of organizational events and programs

• Help maintain an organized, professional, and welcoming office environment

• Coordinate visitor check-in procedures and maintain visitor records

• Ensure meeting rooms and common areas are prepared for daily use

• Receive, organize, and distribute incoming mail and deliveries

• Monitor facility readiness and report maintenance or operational issues

• Perform routine facility audits to ensure high operational standards are maintained

• Coordinate communication with vendors, contractors, and third-party partners

• Maintain administrative documentation, checklists, and operational records

• Assist with workflow improvements and process documentation

• Support leadership by tracking priorities and following up on outstanding tasks

• Help ensure projects and operational initiatives remain on schedule

• • Experience managing calendars and coordinating meetings

  • Experience supporting office operations or facilities management

  • Experience coordinating events or organizational programs

  • Familiarity with visitor management and office procedures

  • Experience creating or improving administrative processes

  • Knowledge of project coordination and workflow management

  • Experience working in a collaborative, team-oriented environment

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Experience with the following is preferred:

• Microsoft Office Suite

• Google Workspace

• Microsoft Outlook

• Calendar management tools

• Project management software (ClickUp, Trello, Asana, Monday.com, or similar)

• Document management platforms

• AI productivity tools such as ChatGPT or Claude

• Fully remote position

• Full-time

• Monday–Friday

• Opportunity to become a key operational partner within a growing organization

• Diverse responsibilities spanning administration, operations, and event coordination

• Collaborative work environment with direct exposure to leadership

• Opportunity to improve systems and operational processes

• Long-term growth potential into leadership and management opportunities

• Meaningful role supporting organizational efficiency and success

• Highly organized administrative professional who enjoys creating structure and efficiency

• Strong communicator with exceptional interpersonal skills

• Detail-oriented individual who takes pride in accuracy and follow-through

• Self-starter capable of managing priorities independently

• Professional team player who enjoys supporting leadership and colleagues

• Adaptable problem solver who remains calm under pressure

• Customer-focused individual committed to delivering excellent service

• Proactive coordinator who continuously looks for ways to improve operations

• Accurate management of calendars, meetings, and schedules

• Timely completion of administrative and operational tasks

• Smooth coordination of meetings, events, and facility operations

• High level of organization and documentation accuracy

• Effective communication with leadership, visitors, and vendors

• Continuous improvement of administrative workflows and office processes

• Reliable support of daily operations and organizational initiatives

• Overall contribution to operational excellence and team productivity