Description
We are seeking a highly organized and proactive Administrative Coordinator to support our team with various administrative tasks. The ideal candidate will have exceptional scheduling abilities, professional communication skills, and a high level of discretion in handling executive schedules and sensitive company information. This role involves event planning and coordination, with a strong emphasis on Microsoft Office proficiency, meeting management, and efficient resource utilization. A confident, go-getter attitude and the ability to manage multiple tasks simultaneously, with some understanding of real estate transactions, are essential.
This is a hybrid position based in Bedford, NH.
Responsibilities & Duties:
* Scheduling and Reporting: Coordinate daily financial and company reports to key stakeholders. Work with the proper teams/departments for communication efficiencies. Manage calendars with a high degree of confidentiality and professionalism.
* Meeting Coordination: Organize and manage meetings, including companywide monthly meetings (agenda preparation with key stakeholders using Canva, sending reminders, and distributing recordings). Ability to work within PowerPoint to create, manage, and run presentations through Zoom and/or Teams to large audiences.
* Communication and Email Management: Communicate to special audiences; ability to communicate needs. Monitor and manage executive email and communications as needed. Handle meeting invitations and special requests promptly and efficiently.
* Event Planning and Coordination: Ability to multitask, plan, and coordinate events. Assist the marketing team with planning and executing events, providing onsite support, and managing logistics. Facilitate the bi-weekly Support/Leadership Team meetings and coordinate the Quarterly Leadership Forum and Board meetings, including calendar invites and catering arrangements.
* Administrative Support: Act as a backup for Home Office staff for administrative duties as needed. Monitor emails for special requests and respond appropriately.
Requirements
* Proven experience in an administrative or coordinator role
* Strong proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint)
* Excellent organizational and multitasking skills
* Ability to maintain confidentiality and handle sensitive information
* Strong communication skills, both written and verbal
* Experience with event planning and coordination
* Familiarity with Canva or similar design tools is a plus
* Understanding of real estate transactions is desirable
* Proactive, with a strong ability to make decisions and solve problems efficiently
* Willingness to drive for inter-office travel, 20%
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