Senior Administrative Coordinator

* This is a hybrid role with 3-4 days in-office and 1-2 days remote per week.

Please apply online at https://www.hrci.org/about-hrci/hrci-careers. 

Who we are: 

HRCI®, headquartered in Alexandria, Virginia, is the premier credentialing and learning organization for the human resources profession. For over 50 years, we have set the global standard for HR expertise and excellence through our commitment to the development and advancement of businesspeople in the people business. HRCI develops and offers world-class learning, as well as the administration of eight global certifications and is dedicated to helping professionals achieve new competencies that drive business results. We are a dynamic non-profit with a hard-working, committed team. Want to know more about what life is like at HRCI? Find out more about us at https://www.hrci.org/about-hrci/life-at-hrci. 

Why HRCI: 

• We are a 2024 Washington Post Top Workplace!
• Be part of a dynamic and passionate team of professionals focused on driving the organization forward. 
• Have the autonomy to grow your career and opportunities for professional development.  
• Highly rewarding work in a fun, team-oriented culture. 
• Great benefits (health insurance, generous time off, 401(k) match, parental leave) and a flexible working environment.

Position Overview: 

The Administrative Assistant plays a critical role in supporting the Executive Office of HRCI. This position involves a high level of interaction with both internal and external stakeholders and requires exceptional organizational, communication, and time management skills.

• Oversee the management and organization of the CEO and CAO calendars, including scheduling appointments and meetings
• Accurate and expeditious booking of travel arrangements, both domestic and international.
• Facilitate the coordination of domestic and international travel documentation, visas, research of local area for restaurants and resources, etc.
• Process invoices and expense reports/reimbursements for the CEO and CAO in a timely manner.  
• Act as a liaison between the Executive Office and other departments within the organization, facilitating smooth communication and coordination.
• Assist in the preparation and organization of executive meetings, including materials, and logistics.
• Schedule and initiate outbound conference calls for the CEO and CAO.
• Assist with the execution of special projects and events related to company initiatives and executive planning.
• Handle confidential documents and communications with discretion, maintaining the integrity and confidentiality of all information.
• Support the executive office in drafting correspondence, report preparation, and presentation creation.

 The Skills You Need to Succeed:

• High School Diploma or equivalent, required
• 3 years of high-level administrative/executive office experience, required
• Demonstrated experience managing a calendar and appointments for a business leader and/or a team, required
• Experience booking domestic and international travel for a business leader, required
• Proven success in writing clear, concise communications for multiple audiences, required
• Demonstrated ability using collaboration tools such as Zoom, Microsoft Teams, or similar, required
• Experience supporting executive-level professionals, highly desirable
• Outstanding organizational and time management skills that demonstrate an understanding of juggling multiple priorities
• Exceptional interpersonal and active listening skills 
• Demonstrated problem solving skills
• Excellent verbal and written communication skills
• High degree of discretion when dealing with confidential information
• Proactive mindset, with the ability to anticipate Executive Office needs and act accordingly
• Collaborative approach and exceptional interpersonal skills
• Equally adept at working independently and within a team
• Microsoft Office suite skills, and experience with PowerPoint
• Ability to work with flexibility in a fast-paced environment