ADMINISTRATIVE PROJECT COORDINATOR JOB DESCRIPTION

Administrative project coordination is harder than it looks. Budgets drift, deadlines slip, and stakeholder communication breaks down the moment nobody owns the connective tissue between project managers, executives, and vendors. The Administrative Project Coordinator is the person who owns that connective tissue - tracking contractual timelines, maintaining budget forecasts, and keeping documentation accurate enough to withstand a client or executive review. The role typically sits one level below a senior project manager or director and answers to whoever carries P&L accountability for the work. Quarterly reporting cycles and cost-plus contract tracking are two pressure points that distinguish this seat from a generalist coordinator role.

As the Administrative Project Coordinator, you keep multi-workstream projects moving by maintaining project plans, budget tracking, and stakeholder communication while serving as the operational anchor between senior leadership and project teams. The position spans cross-functional scope, supporting directors, operations managers, and procurement partners, and requires someone who can manage competing deadlines without losing accuracy or confidentiality.

Career Impact: Sustained exposure to budget forecasting, contractual compliance, and executive-level reporting builds a resume that qualifies for senior project coordinator and operations manager roles within two to four years.

Business Impact: When project budgets are tracked accurately, and quarterly reporting deadlines are met, leadership can make resource decisions on real data rather than estimates - an outcome this role directly enables.

Growth Opportunity: The cross-functional scope of the role, spanning procurement, contract administration, and executive support, accelerates the path toward PMP certification eligibility and program-level responsibility.

• Maintain project plans, schedules, and budget trackers to ensure expenditures and milestones remain aligned with contractual commitments.
• Coordinate stakeholder meetings including agenda preparation, logistics, and distribution of minutes and follow-up action items.
• Draft, proofread, and format project documents, correspondence, reports, and contract packages for internal and client review.
• Monitor project budgets and prepare budget forecasts, flagging variances and potential risks to project managers or senior leadership.
• Process purchase orders, vendor quotes, expense reports, and invoice reviews in coordination with accounting and procurement teams.
• Support onboarding, records management, and compliance documentation to maintain accurate and audit-ready project files.
• Liaise between executives, project managers, and cross-functional departments to route decisions, approvals, and escalations efficiently.
• Prepare and present progress reports and budgetary summaries to directors or senior administrators on a recurring basis.

• Bachelor's degree in business administration, management, or a related field, or equivalent work experience.
• 2 or more years of administrative project coordination experience, with demonstrated ownership of project documentation and deadline management.
• Proven ability to manage competing priorities across multiple simultaneous projects without loss of accuracy or responsiveness.
• Strong written and verbal communication skills, with experience preparing materials for executive or client audiences.
• Proficiency in spreadsheet and data tracking applications for budget monitoring, report generation, and reconciliation tasks.
• Demonstrated ability to handle confidential information with appropriate discretion and professional judgment.
• Experience supporting procurement or contract administration processes, including purchase orders, vendor quotes, or subcontractor documentation.

• Experience working in a project environment that involves contractual timelines, cost-plus billing, or quarterly reporting to senior leadership.
• Familiarity with project management methodologies or frameworks such as PMP, CSM, Six Sigma, or Lean.
• Background supporting C-suite or director-level executives in a multi-stakeholder environment, including board reporting or cross-departmental coordination.
• Exposure to ERP systems, CRM platforms, or project scheduling software used for procurement, sales data entry, or resource tracking.

• Project documentation accuracy rate, measured against client or executive review outcomes.
• Budget variance per project, tracking the gap between forecasted and actual expenditures.
• Deadline adherence rate across maintained project plans, reported as a percentage of milestones met on schedule.
• Purchase order and invoice processing turnaround time, reflecting procurement workflow efficiency.
• Expense report reconciliation cycle time, measuring how quickly submitted reports are completed and approved.
• Typical tools: Project scheduling software (commonly MS Project or Primavera); productivity suite (commonly Microsoft 365 including Excel, Outlook, and PowerPoint).

• Base Salary Range: $52,000 to $72,000 annually, depending on experience and location
• Bonus: Discretionary annual bonus, typically 5 to 8 percent of base salary
• Equity: Not standard at this level; offered selectively at technology or growth-stage employers
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by organization
• PTO: 10 to 15 days annually, plus standard federal holidays
• Common Perks: Professional development reimbursement, hybrid work flexibility, and mileage or travel reimbursement where applicable

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Successful completion of a background check is required as a condition of employment. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Applicants requiring reasonable accommodations during any stage of the hiring process should notify the recruiting team. Candidates must be authorized to work in the United States.

The Administrative Project Coordinator owns the full lifecycle of project support across power delivery offices nationwide, creating project plans and timelines while maintaining budgets and conducting risk assessments. Working alongside Project Managers and cross-office teams, the role ensures client deliverables meet quality and accuracy standards that sustain ongoing client relationships.

Key Responsibilities

• Work with Project Managers and teams to strategically develop project plans, timelines, and benchmarks.
• Communicate pertinent information between management and staff across power delivery offices nationwide.
• Analyze project data and produce progress reports, budget forecasts, and risk assessments.
• Maintain project budgets and support adherence to contractual timelines as projects progress.
• Calculate project metrics, including quality assurance and profit and loss.
• Create and maintain physical and electronic project files in accordance with company document management guidelines.
• Compose, format, proofread, and edit documents, reports, specifications, and correspondence.
• Assist with developing project guides, conducting project reviews, and preparing contracts and sub-contracts.
• Coordinate meetings, support presentations, and facilitate collaboration across project teams.
• Manage client deliverable transmittals and perform quality checks for completeness and accuracy.

Required Qualifications

• Associate or Bachelor's degree preferred.
• 2+ years of proven experience as a project administrator or similar role.
• Experience with Primavera Project Scheduling, SAP, and ProjectWise Software.
• Experience in understanding and transmitting plans, sets, and documents.
• Knowledge of the A/E industry.
• Proficiency in Microsoft Suite Software.
• Good communication and organizational skills.
• Propensity for multi-tasking.

As the Administrative Project Coordinator, this role shapes the operational efficiency of Franchise Administration by coordinating new store openings, managing ERP item setup, and developing systems to improve department workflows. The Franchise Administration team relies on this work to maintain accurate commission structures, compliant documentation, and seamless communication across field teams, franchisees, and vendors.

Activities

• Serve as the department liaison, managing communication across different functions, including the field team, franchisees, and vendors.
• Coordinate new store openings, ensuring marketing materials and label printers are shipped on time, and new customer accounts are set up in ERP.
• Manage contractor information, commission rates, and payment plans.
• Create and set up new items in ERP.
• Develop systems and processes to improve the efficiency of department tasks.
• Assist with franchisee commission questions, backup, expired orders, and order-related research.
• Prepare documentation for the transfer of stores and maintain franchise-required documents.

Position Requirements

• High School Diploma required, Bachelor's Degree preferred.
• Working knowledge of Outlook, Word, and Excel.
• Bilingual in Mandarin a plus.
• Professional-level written and verbal communication skills.
• Strong organizational skills with acute attention to detail.
• Ability to multi-task with well-developed interpersonal skills and professional demeanor.

Embedded within the Supply Chain Transformation team, the Administrative Project Coordinator delivers major organizational projects efficiently by managing administrative tasks, including process documentation, report design, and stakeholder communication. Working closely with the Sr. Director of Supply Chain Transformation and cross-functional teams, the role ensures project deadlines are met and contributes to the integrity of project frameworks and risk management.

Core Functions

• Lead small projects in collaboration with the Sr Director or Designee.
• Maintain and monitor project plans, schedules, work hours, budgets, and expenditures.
• Organize, attend, and participate in stakeholder meetings.
• Document and follow up on important actions, decisions, and risks from meetings.
• Prepare and distribute necessary presentation materials for meetings.
• Provide administrative support as needed.
• Ensure project deadlines are met and escalate required project changes.
• Develop project strategies and ensure projects adhere to frameworks with appropriate documentation.
• Assess project risks and issues and provide solutions or escalation where applicable.
• Chair and facilitate meetings where appropriate and distribute minutes to all project team members.
• Create a project management calendar for fulfilling each goal and objective.

Qualifications & Experience

• Bachelor's degree from an accredited school required, business administration or related field preferred.
• 2 to 3 years of experience in a related field.
• Strong data analysis and analytics skills.
• Proficiency in Microsoft applications, including Word, Excel, PowerPoint, Teams, and Outlook.
• Excellent organizational and time management skills with attention to detail.
• Strong verbal and written communication skills.
• Flexibility with the ability to multi-task and meet deadlines.
• Problem-solving, decision-making, business acumen, collaboration, and indirect influencing skills.

Reporting to the Departmental Administrative Team, the Administrative Project Coordinator shapes the coordination of special events, conferences, and multi-division departmental projects while managing communications, newsletters, and committee secretariat functions. Partnering with internal divisions, visiting speakers, and outside organizations, the role enables departmental objectives and educational programming to advance with accuracy and on schedule.

Primary Duties

• Work alongside existing project coordinators to prioritize, organize, and complete multiple competing departmental projects, screening incoming requests to align with strategic plans.
• Coordinate and manage projects including special events, meetings, and conferences, providing planning, organizational, and marketing support.
• Provide project coordination support to the Departmental Administrative Team on special projects and departmental objectives, including assessing, developing, and executing strategies.
• Coordinate educational rounds, conferences, and special events, including facility setup, scheduling conflict resolution, and stakeholder communication.
• Coordinate content for the monthly departmental newsletter and annual report, including interviewing subjects and crafting articles.
• Oversee submission of educational rounds and conference schedules from various divisions, reviewing documents for accuracy and deadlines.
• Coordinate travel arrangements and itineraries for visiting speakers and manage related financial and accounting procedures.
• Act as secretary to departmental committees, including scheduling meetings, preparing agendas, taking minutes, and managing follow-up actions.
• Respond to inquiries, evaluate and direct incoming communications, and maintain communication with divisions and outside organizations.
• Research and compile data for reports, documents, and presentations, and prepare nomination letters and supporting documentation.
• Manage the departmental filing system, website, social media, and office supply purchasing.

Skills & Qualifications

• University degree or post-secondary education in a related field.
• Several years of relevant experience in program and office administration, including project coordination, high-level administrative coordination, and organizing special events.
• Experience working in a hospital setting
• Knowledge of university and hospital policies, procedures, and administrative systems.
• Advanced computer knowledge, including Microsoft Office (Outlook, Word, PowerPoint, Excel) and database programs.
• Superior organizational and time management skills with the ability to manage competing priorities and strict deadlines.
• Excellent interpersonal and communication skills, both oral and written, with discretion in handling confidential information.
• Ability to work independently and collaboratively, take initiative, and make recommendations regarding office administration procedures.
• Promote diversity and inclusion, exercise sound judgment, and demonstrate creativity in communication and event organization.

Sitting at the intersection of executive administration and operations management, the Administrative Project Coordinator provides comprehensive support to the Chief Operating Officer by managing complex schedules, board reports, and quarterly reporting processes. Operating across the Programs and Operations department, the role enables leadership to function with clarity and compliance by ensuring documentation, approvals, and project tracking are consistently maintained.

Duties

• Provide the Chief Operating Officer with administrative support, managing a complex schedule including internal and external meetings.
• Organize departmental meetings, including research, agenda drafting, catering coordination, and multimedia, attending as needed to take and distribute minutes.
• Assist in the preparation of materials for conference calls, board reports, business trips, and PowerPoint presentations for high-level meetings.
• Maintain an organized system of tracking, monitoring, and prioritizing tasks and projects.
• Maintain high-level knowledge of Programs and Operations departments to respond to internal and external inquiries and requests.
• Circulate documents within the Programs and Operations department to ensure appropriate parties are copied, and necessary approvals are acquired.
• Compile and process expense reports accurately and by deadline.
• Manage a system for quarterly reporting to ensure deadlines are met and final materials are submitted for review accurately and on time.
• Develop and maintain an electronic and paper filing system for Operations Guidelines, SOPs, and resources.
• Assist with special projects and other assignments as directed by the Chief Operating Officer.

Requirements

• Bachelor's degree required.
• 4-6 years of experience as an Administrative Assistant with increasing scope and complexity, including 2 years supporting multiple leaders of a department or organization.
• Outstanding project management skills with the ability to manage shifting timelines, multiple projects, and deadlines.
• Outstanding skills in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Superb organization, prioritization, and attention to detail.
• Excellent oral and written communication skills with the ability to diplomatically manage interactions at all levels.
• Excellent judgment and ability to handle confidential information with a results-oriented, positive, and calm attitude.
• Strong ability to work proactively, take initiative, navigate data, and analyze spreadsheets.

A key member of the sales operations and program management team, the Administrative Project Coordinator leads the coordination of cross-functional programs, Salesforce data entry processes, and stakeholder engagement to keep business workflows on track. Collaborating across sales, operations, and technology functions, the role delivers the operational consistency and reporting infrastructure that enables scalable program execution.

Functions

• Manage documentation, sales data entry, Salesforce maintenance, customer meeting logistics, and meeting planning.
• Contribute to program processes, tracking tools, and project management best practices, initiating improvements to scale effectively.
• Influence cross-functional stakeholders and gain buy-in for program objectives.
• Ensure programs execute according to operationalized workflows and manage cross-functional stakeholder groups to build solutions.
• Own sales data entry processes, input, and reporting, and support the sales team in administrative tasks.
• Communicate and report regularly to working teams and relevant audiences.
• Coordinate internal and external meetings, both in person and virtually, managing a portfolio of projects and programs with a focus on business requirements, risks, and dependencies.

Experience & Qualifications

• BA/BS degree or higher.
• 6+ years of dedicated project and program management and/or consulting experience at a technology company.
• Experience with operational excellence and process improvement methodologies, such as Six Sigma, Lean, or certifications such as PMP or CSM.
• Working knowledge of Salesforce or similar CRM systems, including sales process management, workflow, and lifecycle management.
• Experience with cross-functional collaboration, communicating to a variety of audiences, and managing multiple projects simultaneously.
• Experience in analytical, problem-solving, organizational, and operational improvement processes.
• Experience in establishing, reporting, and defining operational metrics around process adoption.
• Ability to work independently with minimum supervision while leading multiple projects involving various groups, locations, and vendors.

Consistent content availability for edX learners depends on the Administrative Project Coordinator, who tracks course operations, resolves partner and learner issues through Salesforce, and maintains communication between global partner institutions and internal teams. Serving as the connective layer between the edX Content Team, Partner Managers, and customer service, the role enables uninterrupted learning experiences across a global platform.

Accountabilities

• Work with Partner Managers, the edX Content Team, and global partner institutions to ensure content is consistently available for edX learners.
• Track content availability, communicate and follow up on asks to partners, and identify and overcome challenges or blockers.
• Support the learner-facing customer service team by working with Partner Managers and global partner institutions to escalate and resolve learner issues on time.
• Communicate issues and questions with course teams and guide them to accurate solutions in Salesforce.
• Support key course operations and communicate internal updates and best practices with partners.

Technical Qualifications

• Bachelor's degree or equivalent working experience in a professional, customer-facing role.
• 1 to 3 years of experience working on a customer success or professional services team.
• Experience with Salesforce, Drupal, Atlassian JIRA, or similar software.
• Experience working with global and remote teams.
• Strong oral and written communication skills (fluency in Spanish a plus).
• Excellent problem-solving skills and close attention to detail.
• Highly organized, collaborative, and thrives in a fast-paced, deadline-driven environment with strong follow-up skills.

Reporting to the sponsor organization, the Administrative Project Coordinator refines the end-to-end conduct of clinical trials by defining operational documents, coordinating TRIO department teleconferences, and overseeing third-party organizations at the trial and country level. Partnering with Project Manager team members, sites, CRAs, and finance, the role ensures data quality, regulatory compliance, and sponsor audit readiness that enable successful database lock and trial completion.

Role Responsibilities

• Define trial timelines and resources, and coordinate the overall conduct of the trial.
• Organize regular teleconferences with TRIO departments to ensure alignment on trial status, priorities, and milestones.
• Report to the sponsor on trial progress through phone conferences and reports.
• Define operational trial documents and processes, and prepare global communications to sites and CRAs.
• Prepare training materials and present to sites and CRAs on trial and global calls.
• Actively coach direct reports and oversee trial activity performed by PM team members, following up on associated metrics.
• Support the PM team, sites, and CRAs with questions during the course of the trial.
• Oversee activity performed by Third Party Organizations at trial and country level.
• Conduct quality controls of files at the trial level and data QCs to guarantee adequate data quality prior to database lock.
• Determine the need for Change Orders in case of scope changes and support finance on site fee payment questions and reconciliation.
• Participate in and prepare answers to sponsor audits at the trial level and support the revision of PM department procedures.

Background & Experience

• Minimum Bachelor's degree with a scientific focus.
• At least 5 years of experience in monitoring or coordination of clinical projects, including at least 2 years of oncology trial experience.
• Excellent knowledge of ICH/GCP guidelines.
• Experienced in managing staff both remotely and in the office.
• Advanced proficiency in MS Office, including Word, Excel, MS Project, and PowerPoint.
• Excellent written and oral communication skills.
• Ability to present in public and interact with sponsors.

Sitting at the intersection of strategic alliance management and healthcare innovation, the Administrative Project Coordinator develops logistical and administrative support for alliance programs, steering committee meetings, and engagement initiatives led by the Chief Innovation Officer. Operating across Strategic Innovation Leaders, principal investigators, and company counterparts, the role enables the department's core operations and external partnerships to function with precision and responsiveness.

Job Functions

• Manage project components associated with the strategic alliance program, including running RFPs and interfacing with investigators.
• Provide logistical support to PIs and handle communications with company counterparts.
• Manage the development of the Weekly Highlights communication sent by the Chief Innovation Officer.
• Coordinate administrative and project tasks key to the department's engagement programs and core operations.
• Provide calendar and administrative support to Strategic Innovation Leaders, including scheduling, expense reimbursement, and travel arrangements.
• Handle logistics for Alliance Steering Committee meetings, major team meetings and events, and interview coordination.
• Set up and break down meetings, including AV and teleconference, order catering, and process invoice payments.
• Serve as backup for other members of the administrative support team and assist with special projects as assigned.

Required Qualifications

• BA/BS degree required.
• 3+ years of related experience, ideally in an administrative or healthcare environment.
• Proficiency with Microsoft Outlook, Word, Excel, Access, and PowerPoint, as well as office systems such as Ricoh copiers and scanners.
• Excellent interpersonal and communication skills with outstanding attention to detail and follow-through.
• Strong technical skills with a desire to stay updated on the latest IT solutions.
• Proven ability to function in a fast-paced environment, coordinate and prioritize work, and handle multiple concurrent tasks collaboratively.
• Demonstrated capability to gain the respect of others and influence individuals at varying levels of authority.

A key member of the billing and resource operations team, the Administrative Project Coordinator advances the accurate tracking and billing of non-standard requests by producing monthly billing schedules, triaging NSRs, and coordinating Finance and Business Support to resolve client billing queries. Collaborating across internal teams and external clients, the role enables reliable NSR performance reporting and timely resolution of resource and billing issues.

What You'll Do

• Monitor utilization of resources on agreed non-standard requests (NSRs) and ensure utilization tools are updated as required.
• Monitor and produce monthly billing schedules for NSRs and work with Finance and Business Support to ensure correct client billing.
• Review and coordinate responses to the client regarding billing queries on NSRs.
• Monitor and report on timesheet completion for NSRs and produce NSR performance reports as required.
• Triage NSRs to allocate to the appropriate external or internal teams.

Qualifications & Experience

• Excellent organizational skills with the ability to manage own workload and meet deadlines.
• Proficiency in Microsoft Excel for data tracking and reporting.
• Ability to work with accuracy, manage rapid change, and function effectively both independently and as part of a team.
• Awareness and ability to manage projects with a focus on achieving results and building collaborative relationships.
• Enthusiasm, ability to motivate others, and a passion for continuous improvement and personal development.

Efficient project delivery in construction depends on the Administrative Project Coordinator, who maintains required data for ongoing construction projects, prepares contracts and material quotes, and documents productivity goals in project management software. Based within Production and working closely with Project Managers, the role ensures alignment of work, accurate customer correspondence, and timely completion of owner-required documentation.

Day-to-Day Responsibilities

• Maintain required data for construction projects and verify that all documentation is available for job completion.
• Provide superb customer service and prepare written documentation for customer and supplier correspondence.
• Document all relevant information in project management software and track productivity goals with updates to management.
• Work closely with Production to ensure alignment of work and submit owner-required documentation.
• Prepare contracts, other documentation, and acquire material and subcontractor quotes.
• Receive and record material tickets daily.

Skills & Qualifications

• High school diploma or equivalent.
• Previous experience with project management software a plus.
• Proficient in Microsoft productivity tools.
• Excellent customer service, oral and written communication, and analytical and mathematical skills.
• Strong attention to detail, organizational and time management skills, and a goal-driven mindset.
• Proactive, strategic, and demonstrates exceptional quality assurance practices.

Reporting to internal leadership, the Administrative Project Coordinator refines the scheduling, time-entry reconciliation, and client billing processes that support a corporate team's workforce allocation and operational accuracy. The administrative and billing functions depend on this work to maintain payroll alignment through ADP, timely meeting coordination with Amazon schedulers, and accurate follow-through on action points across the group.

Scope of Work

• Interface with schedulers at Amazon to secure meeting times and work with internal leadership to rearrange schedules as needed.
• Follow up to ensure clients are aware of meeting arrangements and keep and circulate meeting notes as needed.
• Follow up on action points as required by the group.
• Send weekly and monthly reminders to the group to complete time entries on a timely basis.
• Reconcile time entries with the ADP payroll system to ensure accuracy for client billing and pull reports for managers to verify and analyze workforce allocation.

Requirements

• 1 to 3 years of experience working in a corporate office environment.
• Proficiency in Excel for basic data tracking and reconciliation.
• Strong attention to detail for managing team calendars, meeting notes, and access management.
• Excellent communication skills to navigate topics across the team and follow up on action points.
• Ability to multi-task, prioritize, and manage time effectively, and openness to new technologies to improve work efficiencies.

Administrative Project Coordinator delivers a broad portfolio of operational and administrative functions across a regional office, including procurement, vendor coordination, compliance document collection, and field technician scheduling. Success in the position means the regional manager, project managers, and superintendents receive accurate project status, well-managed purchasing workflows, and reliable support for both contract employee lifecycle and day-to-day office operations.

Operational Focus

• Follow safe work practices and company and client worksite policies, and promote company Core Values to foster a family-centric culture.
• Attend corporate safety committee meetings monthly to ensure all safety measures are being taken and met.
• Assist regional manager, project managers, and superintendents with various day-to-day tasks, including incoming calls, visitor management, and client meetings.
• Engage the regional team to identify areas of improvement and propose solutions for accurate and efficient practices.
• Assist in generating reports and meet with the regional manager to confirm accuracy and provide project status updates.
• Assist project managers with procurement and logistics, including obtaining vendor quotes, following up, and escalating challenges with proposed solutions.
• Create Purchase Orders and Job Setups for all E2 Organizations and maintain the corporate ticketing system queue during business hours.
• Manage office supplies, facilities oversight, and plan office gatherings and team celebrations as approved.
• Maintain files and records, coordinate travel arrangements, and provide exceptional customer service to internal and external contacts.
• Support Corporate Accounting in tracking cost-plus contract expenses, monitor inventory levels, process purchasing orders, and reconcile inventory counts.
• Accept deliveries, resolve shipment issues, assist with RMA creation, and verify accuracy of deliveries and materials handling per contractual obligations.
• Oversee compliance document collection, coordinate invoicing and customer receivables, and manage regional asset and fleet maintenance.
• Coordinate hiring, onboarding, and offboarding of contract employees, review timesheets, and schedule field technicians based on project labor needs.

Knowledge, Skills & Abilities

• High school diploma or GED required.
• Minimum of 2 years of general office management and support experience.
• Familiarity with a wide range of standard office automation products and quoting materials with vendors.
• Proficient in Microsoft Office products, including Word, Excel, PowerPoint, and Outlook.
• Excellent interpersonal, written, and verbal communication skills.
• Demonstrated professional demeanor.
• Strong administrative and organizational skills.
• Ability to work in a dynamic, fast-paced environment with deadlines.
• Ability to adapt to changing situations and workflows, respond positively to challenges, and provide excellent customer service.
• Ability to work independently and as a team player.

The Administrative Project Coordinator produces comprehensive administrative and project management support for the Executive Team and EA, managing calendars, expense reporting, contractor invoices, and Board meeting logistics across a tri-county service area. Reporting to the EA and working alongside Finance and Operations staff, the role advances the Executive Team's capacity to operate with efficiency, confidentiality, and informed decision-making.

Key Deliverables

• Provide both routine and non-routine administrative support to the EA and Executive Team, handling a significant workload of competing tasks for multiple internal stakeholders with professional discernment and confidentiality.
• Support the collective schedules of the Executive Team, including managing calendars, coordinating meetings, prioritizing sensitive matters, and drafting letters, memos, reports, and other documents.
• Receive incoming communications on behalf of the Executive Team, review contents to determine importance, and summarize or distribute to appropriate staff with next steps and timelines.
• Liaise with the Executive Team and Finance Department for expense reporting and submit and reconcile expense and mileage reports for all Executive Team members.
• Maintain and enter contractor invoices, membership dues, and subscription fees into the Paperless system, and arrange travel and accommodations for the Executive Team.
• Assist the EA with project management reporting for the Executive Team, including preparing project plan reports and collecting critical data from stakeholders.
• Liaise with the EA to handle requests, projects, and queries from the CEO and assist other Executives and Finance staff in ad-hoc projects.
• Assist in organizing off-site meetings and coordinate logistics for Board and Board Committee meetings as assigned.
• Provide support as needed to back up Finance, Operations, and other departments, and perform additional duties as assigned by the EA.

Professional Experience

• 1 to 3 years in an administrative support role, preferably at the Executive level.
• Strong skills in MS Office Suite, including Excel, Word, PowerPoint, MS Project, and MS Teams, and other document and calendar management software.
• Experience supporting a project management system.
• Close attention to detail, deep respect for confidentiality, and excellent judgment.
• Enthusiastic and self-motivated.
• A collaborative mindset, proactive communication, relationship-building skills, and resilience.
• Must be able to pass a background check in accordance with state and county law.
• Valid CA driver's license, clean driving record, and access to a personal vehicle, with the ability to travel within the tri-county service area (SF, Marin, San Mateo).

Embedded within Financial Services at a university, the Administrative Project Coordinator oversees complex meeting coordination, budget reporting, and full-cycle project management while providing high-level administrative support to the AVP Financial Services. Working closely with the AVP and cross-departmental offices, the role ensures financial operations and institutional administrative workflows advance with accuracy and on schedule.

Areas of Ownership

• Coordinate complex meeting schedules and lead the coordination and execution of meetings and events.
• Support project communication, including drafting and delivering internal and external correspondence.
• Manage projects from inception to completion with high engagement, attention to detail, and accuracy.
• Onboard all new employees, temps, and term personnel, and assist with the recruitment process.
• Prepare agendas, attend meetings to record minutes, and compile, transcribe, and distribute minutes.
• Scan documents, maintain files, coordinate department supplies, including inventory and ordering, and provide other administrative management as needed.
• Create and manage requisitions and purchase orders, manage invoice review and receiving, and partner with FSC, AP, and Purchasing to address match exceptions and supplier inquiries.
• Prepare and present budgetary reports to the AVP and manage the university vehicle registration process.
• Provide administrative support to the AVP Financial Services, managing a complex schedule, drafting communications, preparing materials for meetings, and preparing requisitions, reports, memos, letters, and presentations.

Education & Experience

• Bachelor's degree or equivalent experience.
• Three to five years of high-level administrative experience, preferably supporting a senior-level administrator in a higher education setting.
• High-level proficiency with Outlook, Word, Excel, PowerPoint, Visio, and system applications such as PeopleSoft.
• Experience managing projects from inception to completion with a facility in basic accounting concepts.
• Superior attention to detail and accuracy.
• Demonstrated strength in critical thinking and identifying system solutions for evolving business needs.
• Demonstrated ability to handle multiple assignments and respond quickly to changing business needs and priorities.
• Ability to collaborate with other offices in the scheduling and coordination of meetings and materials.