Administrative Coordinator at Corporate Staffing

Principal Responsibilities 

• Work closely and effectively with COO to keep her well informed of upcoming commitments and responsibilities, following up appropriately;
• Assist in managing communication of the COO, including coordinating calendars, emails, phone calls and in person meetings as needed, maintaining confidentiality as appropriate; Provide gatekeeper role to the COO;
• Researches, prioritizes, and follows up on issues and concerns, as assigned by COO, assisting in determination of appropriate course of action, referral, or response;
• Maintain high-level understanding of interdepartmental process as to assist in facilitating appropriate communication;
• Assist in the preparation of meeting materials and reports (Including for VC and AmIU Council), including research, data collection, preparation, and assembly of materials
• Maintain effective relationships and communications with departments outside of the Office of the COO;
• Maintain ongoing knowledge of key department strategies and initiatives in order to brief the COO each week.
• Coordinate budget activity through tracking, reconciling and processing: payment requests, reimbursement claims and budget reports;
• Provide support to the quarterly Council meetings and various Council Committee meetings.
• Organize internal and external meeting for COO, including logistical and substantive preparation
• Manage all travel scheduling and arrangements
• Facilitate special projects as assigned;
• Provide project management support for complex planning and execution of COO related initiatives;
• Prioritize conflicting needs; handles matters’ expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures;
• Coordinate Team meetings and retreats and assist with staff meetings and events as needed.
• Perform other tasks as may be necessary to facilitate the work of the COO;

Qualifications Education/Certifications:

• Bachelor’s degree required

Required Knowledge/Experience

• 6 years relevant experience in a busy set-up; experience working in a University set-up is an added advantage
• Knowledge of Microsoft Office; Expertise in Google Suite
• Exposure to a multidiscipline and multicultural environment

Skills/Abilities:

• Highly collaborative
• Strong technical aptitude.
• Service oriented and excellent customer service skills.
• Highest level of discretion and integrity and the ability to handle and maintain confidentiality.
• Excellent written and oral communication.
• Ability to manage multiple priorities for multiple stakeholders.
• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues
• Ability to set and adhere to realistic deadlines and work effectively yet maintain flexibility to adapt to changing priorities.
• Skill in managing time and workload effectively.
• Ability and willingness to work as a member of a team, and to foster a team environment within the department and all levels of the campus community.
• Strong problem-solving skills. Must be able to define problems, collect data, establish facts, and draw valid conclusions.
• Detail oriented, organized with proven ability to successfully multi-task
• Demonstrates critical thinking, communication, and relationship-building skills
• Ability to work independently and self-manage.