Senior Department Coordinator
Role Overview
The Senior Department Coordinator provides high-level administrative, project, and operational coordination support for the department(s) and may support multiple senior leaders (Vice Presidents).
The role provides executive-level administrative support including complex calendar management, travel booking and management, expense report processing, department meeting coordination, and planning and preparation of leadership-ready materials (e.g., presentations/decks).
This role serves as a key subject matter expert for assigned department projects, supporting processes and deliverables, ensuring timely milestone execution, clear status, risk visibility and effective stakeholder coordination.
This position will also support necessary conference/event logistics.
Full Job Posting
REQUIRED QUALIFICATIONS
- Knowledge of:
- Executive administrative support practices, including complex calendar management, travel booking, and expense reporting processes.
- Project coordination practices, including milestone tracking, risk/issue management, and status reporting.
- Stakeholder management and professional communications in a primarily internal-facing environment, with occasional external coordination.
- Conference/event administration fundamentals (venue, catering, logistics, vendor coordination)
- Controlled document lifecycle practices (create, maintain, retire).
- Ability to:
- Manage executive calendars proactively (prioritize conflicts, coordinate across time zones as applicable, and ensure leaders are prepared) and create/format meeting materials and presentation decks with accuracy and attention to detail.
- Manage multiple priorities with a high degree of accuracy and discretion while supporting senior leaders; proactively anticipate needs, solve problems, and follow through on commitments.
- Handle confidential and sensitive information with discretion, exercising sound judgment.
- Prepare clear milestone, risk, and status updates for leadership audiences and cross-functional partners.
- Coordinate events end-to-end, including vendor communications and post-event reconciliation.
- Maintain controlled documents with strong attention to detail and version control.
- Associate’s degree (AA); equivalent combination of education and relevant experience may be considered.
- Minimum of 3+ years of related experience serving as a department SME, coordinator, or executive/administrative support role.
- Experience supporting multiple senior leaders
PREFERRED QUALIFICATIONS
- (Additional qualifications that may make a person even more effective in the role, but are not required for consideration)
- Bachelor’s degree
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