Administrative Coordinator, Global Communications

Position Summary

Reporting to the Lead Administrative Assistant to the Vice President, the Administrative Coordinator. provides comprehensive administrative, operational, and workplace support for the Global Communications organization, including the Vice President, Managing Directors, Directors, and broader team. This role is responsible for ensuring efficient day-to-day operations, coordinating meetings and events, maintaining workplace readiness, supporting employee onboarding and engagement initiatives, and delivering exceptional customer service across the department. The Administrative Coordinator serves as a key resource for the Global Communications team, fostering a professional, organized, and collaborative work environment.

Key Responsibilities

• Executive and Administrative Support
• Partner closely with the Lead Administrative Assistant to ensure seamless leadershipsupport, coordination, and coverage for the Vice President and Global Communications leadership team.
• This includes administrative support for Managing Directors and Directors including coordinating calendars, meetings, conference room reservations, expense reports, travel arrangements, meeting logistics, food orders.
• Provide onsite backup coverage for the Lead Administrative Assistant during planned and unplanned absences (excluding VP calendar management unless otherwise directed). 
• Prepare, distribute, and maintain meeting materials, agendas, presentation documents, and follow-up action items.
• Maintain organizational charts, distribution lists, Microsoft Teams channels, department contact information, and other communication resources.
• Support departmental communications and publication subscription management.
• Handle sensitive and confidential information with the highest level of professionalism, discretion, and sound judgment.

Office Operations and Workplace Management

-Manage office supply inventories and ensure supply areas remain stocked and organized.

-Submit, monitor, and follow up on facilities, maintenance, and workplace service requests.

-Maintain departmental seating assignments and workspace allocation records.

-Monitor common-area printers, replenish paper supplies, and coordinate toner replacements

and service requests.

-Coordinate shipping and receiving activities, including UPS shipments, package distribution, and visitor registration.

-Support workspace readiness and office setup for employees, contractors, and new team members.

-Submit and manage SailPoint access requests and other administrative workflows.

-Coordinate conference room setup and breakdown, including catering, technology requirements, and room preparation.

- Order office supplies, snacks, beverages, and workplace essentials to support daily operations.

-Assist with purchase requisitions, invoices, expense reports, budget tracking, and departmental administrative processes.

-Conduct routine workplace inspections and floor walks to maintain a safe, organized, and professional office environment.

Employee and Team Support

-Coordinate onboarding activities for new employees and contractors, including workspace preparation, equipment requests, and access coordination.

-Support employee engagement activities, recognition programs, team celebrations, and department-wide initiatives.

-Serve as a resource for general employee questions and workplace support needs.

-Assist with special projects and assignments as directed by the Lead Administrative Assistant or Global Comms leadership team.

-Coordinate ENCI bookings and logistics for company-paid travel for guests as needed.

Meeting, Event, and Offsite Coordination

-Support the planning and execution of onsite and offsite meetings, town halls, quarterly

business reviews (QBRs), leadership meetings, and team events.

-Coordinate meeting logistics, including room reservations, audiovisual requirements, catering, printed materials, and attendee communications.

- Ensure conference rooms and event spaces are fully prepared and operational prior to scheduled meetings and events.

-Manage event setup, attendee support, and post-event cleanup activities.

-Provide administrative and logistical support for Quarterly Earnings Town Halls and other large-scale departmental communications events.

-Assist in coordinating executive visits, leadership engagements, and special events as required.

Additional Responsibilities

 Additional responsibilities may be assigned by the Lead Administrative Assistant or the Global Communications Leadership team as needed to support the day-to-day activities of the department.

Qualifications

 5+ years of experience in an office environment.

 Excellent written and interpersonal communication skills.

 High degree of initiative with the ability to manage multiple tasks,  work under pressure, and meet deadlines.

 Proficient in Microsoft Teams, Outlook, Word, Excel, and PowerPoint.

 Proficiency with Concur and InvoiceWorks preferred but not required. 

Expectations and Ways of Working

To effectively support Global Communications leadership, employees, contractors, visitors, and daily onsite operations, the Administrative Coordinator is expected to maintain a consistent in-office presence. 

Standard Schedule

 Onsite Monday through Thursday from 9:00 a.m. to 5:00 p.m. 

 Fridays are typically remote unless leadership or business needs require onsite support. 

 Additional onsite support may be required for: 

o Leadership meetings 

o Town halls 

o Offsites 

o New hire onboarding 

o Visitor support 

o Employee engagement activities 

o Special events and business-critical initiatives 

o Other leadership needs 

Coordinator Availability 

 Maintain flexibility to support evolving business priorities and time-sensitive requests. 

 Ensure adequate coverage for leadership support, employee needs, meetings, events, and office operations during core business hours. 

 Communicate schedule changes and requests for time out of the office, including vacation

and requests to work remotely, proactively with the Global Comms Lead Administrative Assistant and applicable Global Comms leaders.

 Be available to support occasional early morning, evening, and event-related activities when business needs dictate. 

Ways of Working

 Demonstrate flexibility, adaptability, and responsiveness in a fast-paced environment. 

 Exhibit an energetic, positive, and solution-oriented

 Consistently seek opportunities to improve processes and enhance efficiency. 

 Anticipate leadership needs and take initiative with minimal direction. 

 Bring forward solutions and recommendations to issues and challenges. 

 Exercise strong judgment and decision-making skills. 

 Maintain exceptional attention to detail and accuracy. 

 Effectively prioritize competing responsibilities and deadlines. 

 Work independently while fostering collaboration across teams. 

 Demonstrate professionalism, discretion, and confidentiality in all interactions.