Purpose of Role
The Administrative Coordinator is responsible for providing comprehensive support to the leadership team, ensuring smooth coordination and execution of daily activities. This role involves managing schedules, facilitating communication, and handling various administrative tasks to aid senior leadership. By coordinating efforts across teams, the Administrative Coordinator helps streamline operations, ensuring that the leadership team has the resources and information needed for effective decision-making. The Administrative Coordinator contributes significantly to IMMY's efficiency by supporting cross-functional collaboration and managing operational processes, ultimately driving the success of the leadership team's strategic objectives.
Key Responsibilities
Scheduling and Calendar Management

• Manage Leadership Schedules : Coordinate and manage the calendars of the leadership team members, scheduling meetings, appointments, and events.
• Meeting Preparation : Assist with the preparation of agendas, distribute materials, and ensure executives are well-prepared for meetings.
• Organize Events : Plan and coordinate companywide E.O.S. sessions, events, meetings, and other activities, ensuring all logistical details are handled.

Communication and Liaison

• Facilitate Communication : Act as a point of contact between the leadership team and other employees, departments, and external stakeholders.
• Information Dissemination : Ensure that important information is communicated effectively and promptly within the organization.

Administrative Support

• Document Management : Prepare, review, and manage documents, presentations, and reports for the leadership team.
• Travel Coordination : Arrange travel itineraries, accommodations, and logistics for the leadership team.
• Generate Reports : Compile and generate reports on various administrative and operational metrics as needed by the leadership team.

Project Coordination

• Support Initiatives : Assist in planning and executing projects, particularly those involving multiple teams or requiring cross-functional collaboration.
• Track Progress : Monitor the progress of ongoing projects, providing updates and ensuring that deadlines are met.

Qualifications

• A bachelor's degree in business administration, management, or a related field is preferred.
• 3-5 years previous experience in an administrative, project management, or operations support role, preferably supporting senior leadership is highly valued.
• Proficiency in office software such as Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Familiarity with communication tools such Microsoft Teams or Ninety.io.
• Strong organizational abilities, including multitasking, prioritizing tasks, and meeting deadlines.
• Attention to detail to ensure accuracy in documentation, reporting, and scheduling.
• Excellent verbal and written communication skills for interacting with team members, management, and external stakeholders.
• Ability to create clear reports and documentation.
• Ability to identify and resolve operational issues efficiently.
• Proactive approach to addressing challenges and proposing solutions.
• Experience working in a team-oriented environment, with the ability to collaborate across different departments.
• Strong interpersonal skills to build relationships and facilitate communication.
• Willingness to adapt to changing priorities and work in a dynamic environment.
• Ability to handle unexpected tasks or situations effectively.

Equal Opportunity Employment: IMMY is committed to the principle of equal employment opportunity for all employees and applicants for employment and prohibits discrimination and harassment of any kind without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, and local laws. IMMY will not tolerate discrimination or harassment based on any of these characteristics. This policy applies to all terms and conditions of employment, including, but not limited to, recruiting, hiring, promotion, termination, leaves of absence, compensation, and training.
Background Check Policy: All offers of employment at IMMY are contingent upon clear, acceptable results of a thorough background check. IMMY performs all background checks in compliance with EEOC and FCRA regulations and all other applicable federal, state, and local laws.