Leadership Administrative Coordinator

The Leadership Administrative Coordinator (LAC), under the direction of the Chief of Staff and Secretary to the Board, provides administrative support to various members of the senior leadership team.

The LAC handles a wide variety of administrative activities to support strategic and operational initiatives. The position includes regular engagement in highly confidential materials and requires the utmost discretion.

Functions and Responsibilities

• Provide administrative support: Schedule meetings and book travel. Track and reconcile purchasing card and travel expenses. Field telephone calls and inquiries, while maintaining a professional demeanor. Draft, edit, duplicate, and distribute correspondence, reports, presentations, and communications by e-mail, phone, and in person. Process invoices. Gather materials and research inquiries regarding potentially sensitive and/or confidential matters. Order and keep inventory of office supplies. Greet and direct visitors. Submit work orders and schedule maintenance of office equipment. Review mail and distribute accordingly in a timely manner.
• Provide support and back-up to Executive Assistant to the President and other administrative colleagues as required.
• Think proactively, anticipate issues, and handle responsibilities with minimal oversight while functioning within a collaborative environment.
• Maintain office procedures and suggest efficiencies.
• Assist with various meetings and events, as required.
• Perform other duties and work on special projects, as assigned.

Qualifications

• High school diploma required. An associate or bachelor’s degree preferred.
• 2 - 5 years of previous administrative experience supporting high level administrators, preferably in an academic environment, is required.
• Demonstrated flexibility to handle multiple tasks simultaneously, solve problems, act with discretion and maintain professional demeanor at all times.
• Solid organizational skills and attention to detail, the ability to work effectively in a fast-paced environment, communicating actively and clearly.
• Working knowledge of MS Office products including Word, Excel, PowerPoint, and Outlook is required.
• Exceptional written and oral communication skills and ability to interface with all levels of staff including administration, faculty, staff, and students, as well as board of trustees and major donors.
• Sound judgment and ability to deal effectively with matters of a highly visible and confidential nature.
• High degree of professionalism, initiative, integrity, urgency, and motivation.
• Ability to collaborate with colleagues in creating seamless work processes, scheduling, and communication.