What are the responsibilities and job description for the Administrative Coordinator position at Collaborative Vision?
Position Title : Administrative Coordinator Position Duration : Temp position initial contract runs in 2 months (Start Immediately) Location : Jefferson St SE Olympia, WA (Hybrid set-up : You'll have the opportunity to discuss your onsite requirements to the hiring manager and you'll only work in the office if there is a schedule meeting to happen)Position Overview : We are seeking a highly organized and detail-oriented Administrative Coordinator to manage and oversee the operations of the Capitol Campus Design Advisory Committee (CCDAC) and the State Capitol Committee (SCC). The ideal candidate will be responsible for ensuring efficient meeting coordination, supporting committee members, and maintaining compliance with administrative protocols. This role requires exceptional communication, technical, and organizational skills to support hybrid meetings and manage various administrative tasks.Key Responsibilities : Meeting Coordination and Support : Prepare and distribute meeting packets, agendas, and presentation materials.Manage hybrid meeting logistics, including running Zoom sessions and handling technical details.Publish required notices for meetings (, Open Public Meetings, Washington State Register).Coordinate participant preparation and ensure alignment with committee and board expectations.Write speaker notes for committee chairs to facilitate smooth meeting discussions.Administrative Management : Track action items and ensure follow-ups are completed in a timely manner.Manage appointment deadlines and recruitments for CCDAC and SCC members.Oversee and update committee webpages in partnership with the IT and Communications teams.Maintain and manage the SCC / CCDAC email inbox for timely responses.Documentation and Compliance : Ensure meeting recordings, minutes, and summaries are accurately posted on the website.Coordinate with TVW for media coverage of meetings.Maintain compliance with all administrative protocols and deadlines.Executive Support : Provide high-priority scheduling support for the Chief External Affairs Officer with committee members, boards, and councils.Skills : Experience : Proven administrative or coordination experience, preferably supporting committees, boards, or hybrid meetings.Technical Proficiency : Skilled in managing virtual meeting platforms (, Zoom) and updating website content.Organizational Skills : Strong ability to manage logistics, prepare materials, and adhere to deadlines.Communication Skills : Excellent verbal and written communication skills, including the ability to draft speaker notes and summaries.Attention to Detail : Meticulous in tracking tasks, publishing notices, and ensuring compliance with regulations.Proactive Problem-Solving : Able to identify and resolve issues efficiently and independently.
