
Senior Administrative Coordinator
1 week ago
We are seeking a highly organized and proactive individual to provide end-to-end support across executive needs, project management, and operational coordination. This role requires someone who thrives in a fast-paced environment, can juggle multiple priorities, and brings both polish and discipline.
This is a remote role that requires availability during U.S. hours.
Key Responsibilities
- Executive & Personal Support
- Manage calendars, appointments, and scheduling with proactive conflict resolution
- Handle personal errands, research vendors/services, and coordinate lifestyle needs
- Screen and manage communications (email, phone), ensuring timely responses
- Organize complex meetings (virtual/in-person), prepare agendas, gather materials, and capture minutes
- Manage calendars, appointments, and scheduling with proactive conflict resolution
- Travel & Logistics Management
- Anticipate all travel needs, including accommodations, meals, and personal care
- Build comprehensive itineraries with contingency planning
- Coordinate amenities, vendors, and local arrangements
- Anticipate all travel needs, including accommodations, meals, and personal care
- Project & Task Management
- Maintain project plans in project management tools, assign tasks, track deadlines, and ensure deliverables
- Manage daily agendas, meeting prep, and top-of-day reminders for executives
- Track backend project progress across multiple clients/accounts
- Support reporting and data entry into project boards and dashboards
- Assist with ad-hoc tasks such as light copy drafting, vendor coordination, and updating templates
- Maintain project plans in project management tools, assign tasks, track deadlines, and ensure deliverables
- Communication & Coordination
- Act as liaison between executives, internal teams, and external partners
- Provide regular updates, ask clarifying questions, and ensure smooth handoffs
- Create one-pagers, meeting dossiers, and weekly reporting summaries
- Act as liaison between executives, internal teams, and external partners
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