Remote Administrative Coordinator | WFH

Job Overview

We are looking for a detail-oriented and versatile Administrative Coordinator to join our dynamic team in a remote capacity. This pivotal role will provide essential administrative assistance to our management team, contributing to the seamless functioning of operations across regional offices. You will engage in a diverse array of responsibilities, including project administration, event planning, communication facilitation, and logistical support.

Key Responsibilities

• Deliver comprehensive administrative assistance to promote operational effectiveness and align with the organization’s objectives.
• Facilitate effective communication and logistical coordination between regional offices utilizing various online platforms such as Webex, Zoom, Teams, and Google Workspace.
• Oversee project management timelines to proactively address operational needs, ensuring adherence to deadlines.
• Organize and coordinate events including staff meetings, conferences, and retreats across multiple locations.
• Manage incoming and outgoing correspondence, ensuring prompt replies and follow-through.
• Aid in the preparation, proofreading, and editing of reports, presentations, and other documentation.
• Maintain an organized filing system for the Regional Director's records, ensuring efficient access and distribution.
• Record meeting minutes, develop follow-up action plans, and monitor progress toward outcomes.
• Handle social media and online communication tools to enhance internal coordination among regional offices.
• Assist in planning annual staff development and training schedules, tracking training initiatives.
• Support payroll processing and HR activities for the Regional Director.
• Prepare expenditure and travel expense reports, ensuring accurate and timely submission.
• Process invoices to guarantee prompt payments.
• Conduct research and evaluations for ongoing corporate and operational tasks.
• Assist in procurement duties, coordinating vendor communications, and monitoring procurement documentation.
• Help organize regional and organization-wide events, managing logistical aspects such as venue arrangements.
• Coordinate travel logistics for the Regional Director and other team members, including accommodations and transportation arrangements.
• Assist in performance evaluations, monitoring staff milestones, and managing confidential HR documentation.
• Ensure effective communication of updates and policies across regional offices.
• Prepare meeting setups, including necessary equipment and catering arrangements.
• Oversee office supply management to optimize resource utilization across regional teams.
• Review management mileage and travel documents for completeness prior to submission.
• Scrutinize corporate card expenses and reports for accuracy.
• Collaborate closely with the fiscal department to maintain financial reporting integrity and audit compliance.
• Adapt to other tasks as assigned, exhibiting flexibility in response to the organization's evolving needs.
  
  

Required Skills

• Exceptional organizational and office management capabilities, particularly in a remote setting.
• Advanced proficiency in word processing, spreadsheet management, databases, social media, and online collaboration tools. Familiarity with Office 365, Google Workspace, and other similar platforms is essential.
• Strong writing and editing proficiency.
• Bilingual (English/Spanish) is preferred.
• Outstanding interpersonal skills and the capability to effectively engage with team members and stakeholders.
• Capacity to handle sensitive information with confidentiality and security.
• Willingness to travel within Texas as necessary.
  
  

Qualifications

• Bachelor's degree is preferred, or an equivalent combination of education and relevant experience.
• A minimum of three years' experience in an administrative assistant role supporting senior management, including CEOs and Directors.
• Background in project coordination and personnel management is preferred.
• A professional demeanor and appearance are essential.
  
  

Join us and become a vital part of our team, where your contributions will have a meaningful impact on our organizational success and growth.

Employment Type: Full-Time