Job Title: Administrative Coordinator
Reporting: President/CEO, COO, CFO
The Administrative Coordinator provides administrative support for the President, Chief Operating Officer and Chief Financial Officer. Responsible for all duties related to daily office administration, meeting planning, scheduling, travel coordination, administrative budget tracking, and special requests. Frequent communication and interaction with senior-level leaders inside and outside the organization.
Tasks and Responsibilities:
Perform clerical duties to include faxing, copying, and organizing/maintaining files.
Answering the phone and take accurate messages or forwards caller to voice mail as requested.
Maintain offices in an organized and efficient manner.
Manage comp ticket requests.
Assists Human Resources department with administration of benefits and select employee onboarding activities.
Attends leadership meetings and responsible for minutes and follow up of action items.
Coordinate speaking engagements, presentations, and other commitments with various departments and external organizations.
Track, monitor, and prioritize all communication on a daily basis and provide follow up and reminders.
Maintain professional level of communication with staff throughout the organization, while exercising discretion with confidential information.
Prepare, compile and distribute presentations, information and materials for meetings.
Research and gather information (internet and other resources) as requested.
Assist with communication to internal personnel.
Assist with communication to external contacts, including NHL offices, team owners/management, civic and community leaders, corporate partners, season ticket holders, and guests of Gila River Arena.
Ensure the calendar is accurate and up to date.
Coordinate all internal and external meeting arrangements and schedules. Coordinate lunch, dinner, or other special arrangements when necessary.
Manages Trip Reduction program with Maricopa County and reports results monthly to finance to assure timely payment of rewards to participants.
Assures all office equipment is functioning properly and supplies are available; contacts service providers as necessary.
Maintains communication with building manager regarding building events and company schedule.
Coordinate travel arrangements including flight, car service, hotel and restaurant reservations.
Prepare monthly expense reports and reconcile monthly credit card statements.
Organize and coordinate various personal business.
Handle all other administrative duties,as assigned.
Required Knowledge/Skills/Job Qualifications:
Knowledge, Skill and Ability
Demonstrate excellent organizational, coordinating and personal interface skills.
Proven diligence, dedication and attention to detail.
Able to interact professionally and confidentially with all levels of ownership/family, management and staff; gracious and diplomatic.
Proficiency in Microsoft Office, Outlook, Excel, Word, PowerPoint and other related computer skills required.
Able to meet deadlines; poised and work well under pressure.
Strong organizational skills, time management skills and attention to detail.
Strong verbal and written communication skills.
Able to prepare reports and presentations individually and as part of a team.
Proactive; anticipates requests and needs; prepares alternatives and backup plans.
Able to prioritize and manage multiple tasks/projects and support multiple high level executives.
Effective problem-solver; must approach challenges with uncompromising professionalism to overcome obstacles and achieve results.
Able to work independently without supervision, be self-directed and demonstrate initiative.
Strong teamwork and team synergy skills; able to build relationships with others
Good judgment and decision-making skills.
- Available to work extended or varied hours, including some evenings and weekends.
Education and Formal Training:
- Bachelor’s Degree preferred.
- Minimum three years of work experience of office administration.
Material and Equipment Used:
Office equipment: copier, computer/keyboard, telephone, and fax.