ADMINISTRATIVE SUPPORT COORDINATOR JOB DESCRIPTION

Keep an office running. That is the core of what this role does. The Administrative Support Coordinator owns the operational layer that lets senior leaders, from department heads to C-suite executives, focus on decisions rather than logistics, a scope that spans calendar gatekeeping, purchase order requisitions, expense reconciliation, and vendor coordination. What makes it genuinely demanding is the confidentiality bar: this coordinator routinely handles sensitive correspondence, proprietary reporting cycles, and cross-channel communications that require discretion exercised daily, not occasionally. Performing well here means building a reputation for judgment that executives and procurement teams alike depend on.

The mandate of the Administrative Support Coordinator is to translate the priorities of senior leadership into executed schedules, accurate records, and smoothly run operations that keep the business moving without interruption. The coordinator typically supports multiple leaders or functional teams simultaneously, managing competing deadlines across calendar management, reporting, and procurement workflows within a mid-to-large corporate or professional services environment.

Career Impact: Sustained exposure to C-suite and SVP-level decision-making within a professional services or corporate setting builds the judgment and organizational fluency that moves coordinators into Chief of Staff or Operations Manager tracks.

Business Impact: When quarterly board materials, client-facing presentations, and purchase order cycles land accurately and on time, the teams this role supports can close business and govern effectively - delays or errors in these outputs carry direct commercial consequences.

Growth Opportunity: Coordinators who master procurement workflows, expense reporting systems, and cross-functional meeting logistics gain a portfolio of skills that translate into senior operations, finance operations, or executive support roles at larger organizations.

• Manage executive calendars across multiple senior leaders, establishing appointment priorities and controlling access.
• Coordinate meeting logistics end to end, including agendas, materials, catering arrangements, and post-meeting action tracking.
• Submit and track purchase order requisitions in collaboration with sourcing and procurement teams to ensure timely approvals.
• Prepare correspondence, memos, reports, and presentations for internal and client-facing distribution with high accuracy.
• Process travel arrangements, itineraries, and expense reports for supported leadership within policy guidelines.
• Maintain departmental records, databases, and filing systems, including confidential personnel and financial documents.
• Support onboarding and offboarding workflows by coordinating schedules, equipment requests, and access provisioning.
• Assist with special projects, cross-departmental initiatives, and events as directed by senior management.

• Bachelor's degree in business administration, communications, or a related field, or equivalent work experience.
• 3 or more years of administrative support experience, with demonstrated exposure to senior leadership.
• Proven ability to handle highly confidential information with discretion and professionalism across all interactions.
• Strong written and verbal communication skills, including composing polished business correspondence independently.
• Ability to manage multiple concurrent priorities, adapt quickly to shifting deadlines, and maintain accuracy under pressure.
• Working knowledge of procurement and expense reporting processes, including purchase order submission and reconciliation.
• Strong organizational skills with demonstrated ability to establish systems, maintain records, and follow through on commitments.

• Prior experience supporting VP, SVP, or C-suite executives in a corporate or professional services environment.
• Familiarity with travel and expense management platforms and corporate procurement or purchasing systems.
• Demonstrated aptitude for numbers, including basic business math and comfort reviewing financial or budget reports.
• Experience coordinating board materials, quarterly reporting cycles, or formal client presentation production.

• On-time delivery rate for quarterly and monthly reporting cycles managed by this coordinator.
• Purchase order cycle time, measuring days from requisition submission to approval and confirmation.
• Calendar conflict rate, tracking scheduling errors or missed appointments per month across supported executives.
• Expense report accuracy, measured by correction requests or resubmissions per reporting period.
• Meeting materials readiness rate, reflecting percentage of agendas and decks distributed before stated deadlines.
• Typical tools: calendar and email platforms (commonly Outlook); presentation software (commonly PowerPoint); expense management systems (commonly Concur).

• Base Salary Range: $48,000 to $68,000 annually, depending on experience and market
• Bonus: Discretionary annual bonus, typically 5 to 8% of base salary
• Equity: Not typical at this level in most corporate environments
• Health Benefits: Medical, dental, and vision coverage; employer contributes to premiums
• PTO: 15 to 20 days annually, plus standard federal holidays
• Common Perks: Hybrid work options, professional development stipend, commuter benefits

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

Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other characteristic protected under applicable federal, state, or local law. Candidates requiring a reasonable accommodation during the application or interview process may request one at any time. Final offers are contingent on successful completion of a background check. Applicants must be legally authorized to work in the United States without sponsorship.

The Administrative Support Coordinator delivers financial reporting, payroll data management, and contractor oversight to support safe and efficient site operations. Working alongside HR, payroll, and site management teams, this position builds operational reliability by ensuring accurate records, stock control, and compliance with plant emergency procedures.

Key Responsibilities

• Lead a safe, incident-free operation and support the workplace safety culture.
• Provide monthly financial and budgetary reports to site management, highlighting variations to forecast.
• Record and report payroll and attendance data accurately for HR and payroll departments.
• Manage stock control, reporting, and reconciliation.
• Source local suppliers and contractors, ensuring value for money.
• Manage contractors and troubleshoot issues such as absence management.
• Record onsite gas and cylinder stocks, ensuring delivery and loading receipts are captured promptly.
• Maintain and update production recording spreadsheets.
• Perform production and engineering administration duties, including raising POs, goods receipting, and filing invoices.
• Support the incident management team and deployment of plant emergency procedures.
• Deal with problems as they arise and contribute to continuous improvement.

Required Qualifications

• Strong financial and budgetary control understanding, with a value-for-money mindset.
• Experience in local supplier and contractor sourcing and management.
• Experience raising POs and goods receipting.
• Proficient in MS Office, particularly Excel, with SAP and accounting or purchasing software knowledge highly desirable.
• Strong performance orientation with the ability to react effectively to emerging issues.
• Well organised with clear communication skills.

Embedded within the Select Health Engagement team, the Administrative Support Coordinator supports Engagement Consultant teams across 5 markets by managing health engagement fund processing, onboarding coordination, and training schedules. Working closely with Engagement Directors and extended leadership, this position shapes the operational foundation that enables holistic, integrated health solutions to reach Cigna Select clients and customers.

Core Functions

• Follow prescribed guidelines for emailing company documents and handling proprietary information.
• Coordinate with Engagement Directors on projects as assigned by the Sr. Engagement Director.
• Deliver high-quality work within established deadlines and assist extended leadership teams as capacity allows.
• Actively participate in local market staff meetings, deliver notes, and work collaboratively across markets and management.
• Submit and process health engagement funds for 5 markets, and conduct monthly auditing for compliance, utilization, and team expenses.
• Respond to requests for PowerPoint presentations and giveaway materials, and assist with collateral stock inventory and ordering.
• Support enrollment entry and upkeep during peak season, and assist with regional and local meeting management, including minutes, action items, and invitations.
• Partner with Engagement Directors to prepare broker presentations and maintain department org charts, listservs, and email distribution lists.
• Coordinate and support organizational training, local initiatives across 5 markets, and special projects such as team-building events and all-hands meetings.
• Plan and coordinate onboarding and offboarding of employees, oversee ongoing training schedules, and manage procurement and equipment requests.
• Manage insurance licensures and wellness certifications, and secure help desk support to resolve key issues as they arise.

Qualifications & Experience

• Bachelor's degree preferred in business administration, marketing, or a similar field.
• Minimum 5-7 years of progressively responsible administrative experience.
• Expert proficiency in Microsoft Word, Excel, PowerPoint, and Outlook, including calendar functions.
• Strong project and time management skills with high accuracy and attention to detail.
• Excellent written and oral communication skills with a high degree of professionalism and integrity.
• Ability to work independently, maintain confidentiality, and support a virtual workforce.
• Strong technical proficiency with audio, voice, mobile, and desktop equipment.
• Flexible, solutions-oriented mindset with the ability to adjust priorities in a fast-paced environment.

Reporting to the Associate Deans and Assistant Dean, the Administrative Support Coordinator supports college administrators by managing calendaring, event planning, and expense processing while serving as the Dean's Office front desk receptionist. Partnering with the Budget Manager and working directly with faculty and students, this position enables smooth daily operations that allow academic leadership to focus on institutional priorities.

Primary Duties

• Provide general administrative and clerical support to college administrators, including the Associate Deans and Assistant Dean.
• Manage calendaring, travel arrangements, event planning, and expense processing and reimbursements.
• Perform clerical tasks including copying, ordering supplies, and filing.
• Create, proofread, and distribute documents, correspondence, mass mailings, presentations, and other materials.
• Process and track faculty and student budget allocations in collaboration with the Budget Manager, and work directly with faculty and students to resolve problems and prepare reporting paperwork.
• Serve as Dean's Office front desk receptionist, greeting visitors, answering phones, managing mailroom functions, deliveries, and maintaining office and conference room appearance.
• Provide administrative support to the Dean, including travel paperwork, expense processing, and event planning.

Skills & Qualifications

• High school diploma or equivalent combined with several years of related office experience, with technical or vocational training preferred.
• Experience working in a higher education or public sector setting as an administrative assistant.
• Experience in event coordination, travel arrangement, and front desk reception.
• Proficient in Microsoft Office Suite with basic website editing skills.
• Thorough knowledge of English grammar, spelling, and punctuation with strong oral and written communication skills.
• Ability to learn and quickly operate new office support technology systems and software.

A key member of the senior leadership support function, the Administrative Support Coordinator owns calendar management, procurement coordination, and meeting logistics to enable effective decision-making across multiple levels of the organization. Collaborating across Strategic Sourcing, Procurement, and internal and external stakeholders, this position advances leadership priorities by resolving administrative problems, maintaining departmental records, and ensuring seamless coordination of travel, expenses, and special projects.

Functions

• Proactively manage calendars with an understanding of leadership priorities.
• Submit purchase order requisitions and collaborate with Strategic Sourcing and Procurement to track requisitions.
• Serve as a primary point of contact and liaison for internal and external coordination of requests.
• Resolve administrative problems by analyzing information and identifying and communicating solutions.
• Create and revise systems and procedures by analyzing operating practices, evaluating personnel, and implementing changes.
• Maintain rapport with customers, managers, and employees by providing exemplary support and driving leadership priorities.
• Research, develop, and update administrative policies and procedures, communicating developments to management.
• Compose and prepare written documentation and correspondence, and screen and evaluate incoming and outgoing correspondence.
• Gather, enter, and update data to maintain departmental records and databases, establishing and maintaining office files.
• Coordinate logistics of internal and external meetings, negotiate contracts for off-site meetings, manage meeting and event budgets, compile and distribute agendas and final slides, and make catering recommendations.
• Assist employees and guests with travel and expense reports, and support the coordination and completion of special projects.

Experience & Qualifications

• Strong written and verbal communication skills with the ability to maintain confidentiality.
• Strong team player with the ability to work effectively with people at various locations and levels in the organization.
• Detail-oriented with the ability to manage multiple tasks and competing priorities, maintaining a high level of accuracy.
• Strong proficiency in Microsoft Office, including Outlook, Excel, Word, PowerPoint, and SharePoint.
• Strong Concur skills with good customer service orientation.
• Ability to anticipate leadership needs, adapt easily to change, and learn quickly when facing new problems.

Seamless coordination between sales channels and Investment Management personnel depends on the Administrative Support Coordinator, who manages high-volume scheduling, communications, and presentations for the SVP Head of Client Portfolio Management and the Investment Communications and Presentation teams. Based within the Client Portfolio Management team, this position builds the operational cadence that enables client-facing excellence through calendar gatekeeping, travel management, and cross-departmental project support using tools such as Seismic.

Accountabilities

• Manage the Client Portfolio Manager's calendar and schedule meeting requests from sales channels through the Investment personnel request database.
• Maintain appointments, establish priorities, and manage gatekeeping access for the SVP and key Investment Communications and CPM leadership.
• Effectively and positively communicate with sales channels and Client Portfolio Managers.
• Make travel arrangements, complete travel itineraries and expense reports for supported leadership.
• Facilitate, develop, and coordinate communications and presentations, including correspondence, memos, and monthly and quarterly reporting using Seismic.
• Actively support special projects, including research, cross-channel and inter-departmental initiatives, and coordination of CPM team off-sites in conjunction with the annual Sales Meeting.
• Perform administrative duties including filing, ordering supplies, maintaining records, prioritizing email, and providing telephone and email backup support.

Technical Qualifications

• Bachelor's degree or equivalent combination of education and work experience.
• 5 or more years of administrative support experience, preferably supporting senior-level positions.
• Broad knowledge of organizational structure, policies, and procedures strongly preferred.
• Demonstrated advanced proficiency in Outlook, Word, Excel, and PowerPoint.
• Excellent business writing skills.
• Strong aptitude for numbers with typing skills of at least 50 wpm.
• Ability to interact confidently and communicate tactfully and clearly with individuals at all levels of the organization.
• Highly motivated and self-directed with the ability to prioritize, plan, organize, and handle confidential information with sensitivity.

As the Administrative Support Coordinator, this role supports the President by performing complex administrative duties, including calendar management, confidential correspondence handling, and executive record keeping across a diverse group of internal and external contacts. The executive office relies on this work to maintain operational continuity, ensure the President stays on track, and uphold the organization's customer service mission and values through proactive, independent scheduling and problem resolution.

Activities

• Work closely with the executive to keep him or her on track and troubleshoot problems on behalf of the team.
• Screen visitors and telephone calls using discretion, and respond to sensitive and confidential inquiries.
• Refer issues or questions to appropriate personnel.
• Anticipate, coordinate, and schedule appointments, meetings, conferences, luncheons, hotel reservations, and travel plans.
• Prepare expense reports consistent with CHP policy and take and transcribe meeting minutes or correspondence as requested.
• Evaluate and respond to requests for information appropriately, and perform other duties such as marketing projects and reports.
• Handle considerable volumes of highly confidential information and maintain executive record-keeping and filing systems.
• Adhere to Corporate Responsibility Program standards, comply with applicable laws, and report any suspected unethical, fraudulent, or unlawful acts to the designated manager.

Position Requirements

• Associate's degree in Business, Office Management, or applicable field.
• Minimum five years of executive support experience.
• Proficiency in Microsoft Word, PowerPoint, and Excel.
• Excellent document management and correspondence creation skills.
• Experience managing meeting logistics, including catering, rooms, hotels, and special requests.
• Excellent written and verbal communication skills.
• Proven ability to organize data and manage multiple projects.
• Ability to work proactively and independently as a team player with limited supervision.
• Projects a high degree of professionalism and calm across all levels of internal and external interaction.
• Committed to the philosophy, mission, values, and vision of the organization and its sponsors, with a strong customer service orientation.

Administrative Support Coordinator manages clinical appointment scheduling, client check-in, and program data tracking for the Forensics and Outreach department of a large outpatient mental health center. The work directly supports clinical staff by ensuring urgent and crisis communications are handled promptly, administrative paperwork is completed accurately, and clients and visitors receive exceptional service in person and by phone.

Operational Focus

• Greet and assist clients, visitors, and staff, and provide administrative support services to all staff in the Forensic Department.
• Maintain the On-Call staff schedule for evenings and weekends.
• Complete all required training and administrative paperwork in a timely and accurate manner.
• Field a wide variety of questions for Forensic Department staff and assist IS with data entry and other required functions.
• Manage special projects as requested by the Forensics Director and staff.

Knowledge, Skills & Abilities

• AA or BA degree preferred, with two years of college or successful completion of a vocational secretarial course.
• 5 years of high-level administrative assistant or secretarial experience.
• Previous experience in a healthcare setting preferred.
• Detailed knowledge of database systems.
• Mastery of Microsoft Office products, including Word, Excel, Access, and PowerPoint, with good keyboarding skills of at least 40 wpm.
• Ability to implement data searches with minimal supervision.
• Ability to work in an environment requiring ongoing change and reprioritization.
• Ability to make effective decisions within the assigned range of authority.

The Administrative Support Coordinator oversees meeting scheduling, data reconciliation, and administrative office functions to support departmental leadership within the Lutheran Network. Serving as a coordinator for workgroups, training sessions, and accreditation documentation, this position advances the organization's operational goals by ensuring accurate records, reconciled spreadsheet data, and well-catalogued educational materials across assigned committees and departments.

Key Deliverables

• Schedule and notify workgroup members in collaboration with departmental leadership.
• Assist in compiling minutes and other evidence for applications and accreditations.
• Assist with simple data validation and recommend report formats.
• Manage administrative office functions including filing, faxing, typing correspondence, and providing phone coverage.
• Facilitate scheduling of meetings and training sessions for department members and staff.
• Enter and reconcile data from various reports into spreadsheets, dashboards, and graphs.
• Assist in cataloguing meeting and educational materials, including screenshots, instruction sheets, and computer-based video training.
• Participate in assigned meetings and committees as assigned.

Professional Experience

• Bachelor's degree required with 2 years of relevant experience, or an equivalent combination of education and experience.
• Understanding of the Lutheran Network and its leadership structure to facilitate information gathering and convene workgroups.
• Proficient in Microsoft Office, including word processing, spreadsheet, and database software.
• Ability to interpret and implement policies and procedures.
• Excellent interpersonal, verbal, and written communication, and organizational skills.
• Ability to communicate detailed information to a diverse population.
• Strong problem-solving skills.
• Ability to multi-task and coordinate multiple assignments.

Embedded within a professional services firm, the Administrative Support Coordinator produces quality internal and client-facing documents, manages database and workflow systems, and supports client onboarding across multiple software platforms. Working closely with the Operations Director and local, regional, and firmwide teams, this position develops the administrative infrastructure that ensures accurate client data and efficient delivery of engagement services.

Areas of Ownership

• Understand and support all administrative functions within the group.
• Produce quality, professional internal and client-facing documents.
• Implement firm and office processes and procedures with direction from the Operations Director.
• Prepare and finalize engagement letters for delivery to clients.
• Proactively manage database and workflow systems to ensure accurate client data maintenance.
• Set up new clients in multiple software systems and respond to client needs on behalf of various teams.
• Participate in local, regional, and firmwide teams to serve clients.

Background & Experience

• High school degree or equivalent required, with a Bachelor's degree highly preferred.
• 3 or more years of related administrative support experience.
• Intermediate to advanced proficiency in MS Word, Excel, Outlook, PowerPoint, and Adobe products.
• Strong technology skills with the ability to adapt to new programs and changes.
• Detail-oriented with strong writing, decision-making, and problem-solving skills.
• Organised with the ability to prioritise, multi-task, manage time-sensitive projects, and meet deadlines.
• Strong communication and interpersonal skills.
• Ability to drive change and efficiencies within the team.

Reporting to the Administrative Support Supervisor, the Administrative Support Coordinator refines facility operations at the Petaluma location by managing front desk functions, supply inventory, alarm systems, and associate programs within an established budget. Partnering with HR and external vendors, this position ensures a well-maintained, compliant, and welcoming workplace that supports both daily associate needs and organizational safety standards.

Role Responsibilities

• Answer all incoming telephone calls professionally, clearly, and promptly with contextual understanding.
• Coordinate schedules with other support members for relief coverage as needed.
• Manage various calendars and coordinate meetings, including conference rooms, call-in details, and catering as needed.
• Manage inventory and ordering of office, kitchen, and business card supplies, and oversee office equipment maintenance.
• Assist with coordination of recruiting activities, including screening, scheduling, and communicating with candidates.
• Maintain the Back to Health snack station within budget, including ordering, Waffle Wednesdays, replenishment, and associate communications.
• Oversee special associate programs and assist with special associate event setup and cleanup.
• Provide backup for all shipping, receiving, and daily mail distribution.
• Under supervision of the Administrative Support Supervisor, manage the Petaluma facility, including supplies, appearance, maintenance, front desk functions, and budget.
• Manage alarm functionality, including key fob and door hours programming, and coordinate all facility safety items, including fire evacuation, first aid, and CPR training.
• Coordinate office repairs, maintenance, and internal associate moves as directed by HR, and maintain a sustainable approach to office management and vendors.

Minimum Qualifications

• High school diploma or equivalent.
• Previous front desk and multi-line telephone experience highly desirable.
• Strong knowledge of general office practices and procedures.
• Proficient in MS Office, including Outlook, Word, and Excel.
• Efficient time management and multi-tasking skills.
• Excellent verbal and written communication skills.
• Strong people and presentation skills.
• High degree of initiative with the ability to foster a positive environment for both external clients and internal associates.

Sitting at the intersection of executive administrative support and student staff leadership, the Administrative Support Coordinator performs complex and confidential administrative tasks with significant independence while supervising student assistants for the office. Operating across campus and community constituencies, this position serves the Associate Director of SPA by managing front office functions, developing office materials, and coordinating workshops, events, and records with a high degree of discretion.

Duties

• Manage all front office functions, including multi-line telephone, document preparation and scanning, conference room calendar oversight, mail sorting, and monitoring a general email account.
• Recruit, supervise, train, mentor, and coordinate schedules for student assistants.
• Maintain and train new staff on general office and front desk procedures and equipment.
• Develop and update forms, documents, and marketing materials, including newsletters, brochures, and websites.
• Handle ongoing operational needs, including ordering supplies, preparing expenditure forms, coordinating building maintenance, and arranging logistics for off-campus visitors.
• Interact professionally with campus and community constituents, maintaining confidentiality and serving as a primary contact for students, faculty, staff, and external parties.
• Respond to information requests, screen calls and visitors, and determine appropriate handling or referral.
• Establish and maintain office files, record-keeping systems, and confidential data, assisting with record retention.
• Schedule and arrange workshops, webinars, staff meetings, and events held in-person or virtually, and manage rescheduling as needed.
• Provide confidential administrative support to the Director and Associate Director, including calendar management, meeting coordination, and travel and expense processing.
• Perform clerical duties including typing documents and correspondence, transcribing minutes, maintaining databases, and photocopying and distributing materials.
• Make off-campus deliveries and pickups, and perform other general office support duties as assigned.

Requirements

• Professional experience in an administrative support role, including clerical functions such as word processing, filing, and answering phones.
• Experience working in a higher education or research environment, with Central Square/OneSolution or other grants management software preferred.
• Experience in supervising or leading others, with the ability to work effectively in a team in a busy environment.
• Demonstrated experience with Microsoft Office Suite, including word processing, spreadsheets, email, and databases.
• Ability to learn new office technology systems and software independently and quickly.
• Excellent written and oral communication skills with a strong command of English grammar, spelling, punctuation, and correspondence composition.
• Ability to handle a broad range of internal and external contacts professionally and confidentially, including senior-level and sensitive interactions.
• Self-directed with strong planning, organizational, and problem-solving skills, and the ability to adapt to shifting priorities and deadlines.
• Ability to perform basic business math and apply knowledge of basic accounting functions.
• Ability to independently manage multiple projects, set priorities, delegate tasks, and meet deadlines.