Administrative Coordinator

Administrative Coordinator

Performs variety of administrative activities in support of Senior Leader(s) and functional areas. Maintains and modifies Senior Leaders schedules. Manages travel and meeting logistics. Gathers, collects, and tracks information within the functional area / team. Supports contracting, including submission and tracking of purchase requisitions and external funding approvals. May handle special projects and execute research and data analysis tasks. Coordinates activities between departments and outside parties. Contacts company employees at all organizational levels to gather information and prepare reports. Work is generally of a critical or confidential nature. Handles details of a highly confidential and critical nature.

Responsibilities

Handling day to day administrative responsibilities.

Scheduling meetings, managing inbox and handling calendars using MS Outlook including the use of meeting technologies such as video conferencing and audio conferencing tools such as Skype and Zoom.

Processing invoices and expenses ensuring all are paid on time while adhering to strict compliance guidelines, play a key role in budget tracking.

Independently managing and overseeing the complex, time-sensitive, and end-to-end process for vendor onboarding and contracting, including submission and tracking of purchase requisitions and external funding approvals across Coupa, iCERTIS, ARIES, and SAP systems to ensure compliance with internal procurement and finance policies. This requires coordination with multiple internal and external stakeholders, Compliance, and close tracking of multi-step workflows that often involve lengthy review cycles and extensive follow-up to ensure timely execution.

Organizing and maintaining key documents and records, such as contracts, invoices, and other required documentation.

Preparing sophisticated, ever changing international and domestic travel arrangements; including : booking flights, accommodation, car service, arranging meetings and preparation of itineraries

Managing files and team collaboration sites including managing access lists, directories and basic assistance with the usage of collaboration locations.

Providing administrative meeting support including action items documentation and follow up of deliverables

Collaborating closely with senior level executives and their staff to coordinate activities and meetings around the globe

Handling extremely confidential and proprietary information with utmost discretion

Prioritizing and following-up on urgent matters in a timely manner

Acting as gatekeeper, screening phone calls, responding or delegating to insure timely response

Coordinating both small and large meetings (both on site and off-site), conference calls and global video conferences including advanced preparation of materials and audio / visual facilities as well as innovating on team-building and capability-building experiences

Coordinating and assist in execution of site communication strategy (e.g. site emails, newsletter, communication cascades, ACE feed, ACE Dashboard, etc.).

Coordinating site engagement activities supporting a diverse, inclusive, and positive cultural experience at the site.

Willingness to learn and adapt to changing technology. Partners with information technology on continuous improvement initiatives. Eager to lead the adoption of new technologies and help ensure their successful utilization.Open and manage Purchase Orders in SAP

Mailing, tracking and documenting confidential documents

Responsible for filing, copying, scanning and faxing

Other duties as assigned

Requirements

The ideal candidate will have a strong work ethic, be professional, organized and detail-oriented. This is a team-oriented position that plays an integral role in facilitating processes and procedures and ability to remain confidential is critical. They will also demonstrate the ability to work independently with minimal direction.

Candidate must possess excellent interpersonal, written and verbal communication skills with a minimum of 5 years of experience using MS Office Suite (MS Word, Excel, PowerPoint and Outlook)

Technically proficient with common tools used in executing job functions

Ability to learn and adapt to evolving technologies allowing executives to be productive from any location

Highly proactive and willing to take initiative

Ability to maintain confidentiality

Strong relationship building skills - with peers and Administrative teams

Mature and must remain composed while multi-tasking under pressure

Ability to prioritize, identify problems and seek solutions

The duties of this role are generally conducted in an office environment. As is typical of an office-based role, employees must be able, with or without an accommodation to : use a computer; engage in communications via phone, video, and electronic messaging; engage in problem solving and non-linear thought, analysis, and dialogue; collaborate with others; maintain general availability during standard business hours.