Senior Administrative Coordinator

Senior Administrative Coordinator

Requirements

• Bachelor’s degree and 3 – 5 years of administrative experience supporting executives or senior leaders with demonstrated knowledge of impactful schedule and travel management.
• Must be extremely organized, detail-oriented, and able to work effectively under pressure while juggling multiple tasks.
• Proven administration and time management skills and ability to complete a high volume of varied responsibilities in a fast-paced setting with keen attention to detail, thoroughness, and accuracy.
• Self-driven with the ability to work well in a team setting, as well as unsupervised.
• Excellent written and verbal communication skills, as well as a strong ability to edit and proofread documents.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• High proficiency with MS Office, Slack, and Asana applications.
• Strong technical skills, including high-level comfort with travel/travel programs, apps, sites, and tools; demonstrated ability to stay abreast of time and effort-enhancing tools.
• Outstanding interpersonal skills, as this job requires frequent interaction with diverse individuals including external partners and staff at all levels.
• Ability to create strong relationships, both inside and outside the organization, and represent the program in the most effective and gracious manner.
• Flexibility and willingness to occasionally work extended hours and/or travel to accommodate unexpected issues, workload, meetings, or events.
• Ability to maintain confidential information and exercise discretion.
• If covering an area with one of Audubon’s Spanish speaking teams, fluent in Spanish is required.

Responsibilities

• Manage complex calendars for senior leaders, ensuring efficient scheduling and prioritization of meetings, travel, and deadlines.
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and itinerary management.
• Prepare and submit expense reports, process invoices, and reconcile purchasing card transactions in accordance with organizational policies.
• Track departmental budgets and assist with financial reporting and documentation as needed.
• Support meeting preparation by gathering materials, drafting agendas, organizing logistics, and conducting background research as needed.
• Attend meetings to take accurate notes, track action items, and ensure timely follow-up and completion of deliverables.
• Maintain organized administrative systems such as digital filing, document management, and tracking tools to optimize team efficiency.
• Serve as a liaison between leaders, staff, and external partners, ensuring timely and professional communication.
• Draft, proofread, and edit correspondence, reports, and presentations for internal and external audiences.
• Monitor and track team budgets, expenses, and project timelines, supporting financial and operational reporting needs.
• Develop preliminary drafts of standard contracts.
• Coordinate logistics for team meetings, retreats, and special events, including securing venues, managing catering, and handling technology needs.
• Maintain confidentiality and discretion in handling sensitive information, personnel matters, and organizational data.
• Assist with special projects and administrative initiatives as assigned, demonstrating flexibility and a proactive approach.

Preferred Qualifications

• Experience fostering inclusive and collaborative work environments is valued.