Administrative Coordinator

All salaries posted are minimum starting rates.

Actual starting salary may be dependent on applicant qualifications and experience.

Description

The Administrative Coordinator is responsible for supporting the Economic Development Corporation (EDC) and Home for Innovators Visionaries and Entrepreneurs (HIVE) teams with initiatives that foster a thriving small business ecosystem. This position provides comprehensive administrative support, facilitates internal and external communications, and assists in event coordination, marketing efforts, and financial tracking. The ideal candidate is highly organized, proactive, and capable of handling multiple responsibilities independently while maintaining a professional and positive image reflective of the EDC and the HIVE.

Examples of Duties

• Coordinate and support events, ensuring seamless execution from planning to post-event follow-up.
• Assist in event logistics, including venue setup, registration, catering, and technology needs.
• Maintain an organized and welcoming environment in shared spaces, including storage rooms, kitchen, and lobby areas.
• Ensure meeting rooms are properly prepared before and cleaned up after use.

• Oversee day-to-day office operations, ensuring efficiency and organization.
• Perform general administrative tasks such as filing, data entry, record retrieval, photocopying, and mail distribution.
• Maintain office supplies and place orders as needed.
• Ensure confidentiality of sensitive information, records, and correspondence.
• Manage calendars for supervisors, scheduling meetings, appointments, and coordinating logistics.
• Handle internal and external inquiries and requests via phone, email, and in-person interactions.
• Prepare meeting agendas, take minutes, and distribute follow-up as well as manage action items.
• Assist in the implementation and maintenance of technology and systems used for scheduling and communication.
• Support marketing efforts, including social media management, newsletter creation, and outreach campaigns.
• Assist in crafting content and ensuring consistent branding across communication platforms.
• Maintain and update CRM systems (HubSpot) and project management software (Asana).
• Track program participation, engagement, and feedback to support reporting and program improvement for Key Performance Indicators (KPI’s)
• Ensure accurate record-keeping and timely reporting of program metrics.
• Monitor and track budget expenditures to ensure compliance with financial policies.
• Process invoices and receipts for purchase card transactions, maintaining accurate records.
• Represent the organization in a professional and courteous manner.
• Exercise independent judgment, take initiative, and proactively address administrative needs without direct supervision.
• Provide support to supervisor with meeting preparation, document organization, and other tasks as needed.
• Perform other duties as assigned to contribute to the overall success of the organization.

Typical Qualifications

Education and Experience:

• High School Diploma or equivalent (GED).
• At least 5 years’ experience in event coordination, administrative support, or program management preferred.

• Current State of Texas Class ‘C’ Driver’s License required
• EDC Basic Course Required within the first year

Supplemental Information

• Strong organizational and communication skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Knowledge of social media platforms and website content management.
• Ability to maintain positive working relationships with citizens, the public, employees, and volunteers.
• Ability to work well under pressure and stress; meet deadlines; plan, organize and prioritize multiple work assignments.
• Must be willing to learn software currently utilized by the team.
• Ability to remain flexible and open to new ideas and accommodate changing priorities while encouraging others to value change.