Administrative Coordinator, CEO Office

Overview

As an Administrative Coordinator within the CEO Office, you will directly support the CEO’s day-to-day activities through precise and proactive management of administrative and logistical tasks. Reporting to a Project Manager, your responsibilities will center on facilitating smooth operations, including coordinating meetings, preparing presentation materials, arranging venues and room setups, managing IT and lighting checks, as well as scheduling travel and transportation. This dynamic role demands a detail-oriented, trustworthy individual capable of discreetly managing the demands of senior leadership and ensuring efficient logistical execution.

Key Responsibilities

• Oversee and manage daily operational functions of the CEO Office, ensuring seamless workflow.
• Deliver comprehensive administrative and logistical assistance before, during, and after board and executive meetings.
• Proactively anticipate operational requirements and resolve issues swiftly to maintain agendas and engagements on schedule.
• Organize logistics for board meetings, executive committee sessions, and senior leadership gatherings.
• Coordinate meeting preparations including room arrangements, IT and lighting checks, distribution of printed materials, seating plans, and onsite supervision when necessary.
• Document meeting outcomes, track action items, and follow through with logistics-related next steps.
• Facilitate clear and timely communication between the CEO Office and internal teams.
• Collaborate across departments and with external vendors to coordinate timing, transportation, and other meeting-related arrangements.
• Support ongoing projects by managing timelines and organizing relevant information.
• Handle ad-hoc and urgent requests, especially related to senior leadership activities.

Qualifications and Skills

• Extensive experience in administrative or executive support roles, preferably with exposure to senior leadership support.
• Exceptional organizational and project coordination abilities with capacity to handle multiple priorities efficiently.
• Strong communication and interpersonal skills, confident in engaging with high-level executives.
• Maintains high discretion and integrity when working with confidential information.
• Proficient in Microsoft Office Suite and collaborative digital tools.
• Self-motivated, capable of independent work, sound judgment, and taking initiative.

Equal Opportunity Employer Statement

This organization values diverse perspectives and is committed to equal opportunity employment. Hiring decisions are made without discrimination based on race, religion, origin, gender identity or any other protected characteristic, recognizing that diversity advances innovation and excellence.