Administrative Coordinator
Location: Boston, MA (Hybrid – average 2 days/week in office)
Compensation: $40–50/hour
Overview
We are seeking an experienced Administrative Coordinator to support approximately two senior leaders and their respective teams. This role is slightly junior to a primary Executive Assistant position and is ideal for a highly organized, adaptable administrative professional who thrives in a fast-paced, global environment.
The successful candidate will have experience supporting international teams across multiple time zones and will bring patience, flexibility, and creativity to managing evolving priorities and complex schedules.
Key Responsibilities
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Manage complex calendars, schedule appointments, and prioritize sensitive matters
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Coordinate internal and external meetings, including virtual and off-site sessions
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Facilitate meetings by preparing agendas, capturing minutes, and managing follow-ups
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Coordinate domestic and international travel, including visas, flights, ground transportation, and accommodations
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Support contracting processes, purchase order requisitions, tracking, and payment confirmations
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Track business expenses and submit expense reports in a timely manner and in accordance with policy
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Liaise with local and international administrative teams to ensure seamless support
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Maintain confidentiality and exercise sound judgment with sensitive information
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Demonstrate professionalism, flexibility, and initiative while managing frequent interruptions and shifting priorities
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Welcome visitors and support live meetings in a professional, service-oriented manner
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Assist with departmental onboarding, including IT ticket submission, coordination of initial meetings, and training support
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Contribute positively to team culture and collaboration
Required Qualifications
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5+ years of proven experience in an administrative or executive support role
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Experience supporting senior leaders and cross-functional or international teams
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High level of professionalism, discretion, and confidentiality
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Strong time management skills with the ability to manage multiple priorities simultaneously
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Proficiency in Microsoft 365, including PowerPoint and advanced SharePoint functionality
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Strong verbal and written communication skills
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Highly detail-oriented and proactive, with a consistent ability to meet deadlines
Preferred Experience
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Familiarity with Concur, DocuSign, Oracle, and Zoom
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Experience in hybrid or global work environments