What are the responsibilities and job description for the Administrative Coordinator position at Magellan Financial & Insurance Services, Inc.?
ILG Private Wealth is a mission-driven organization that empowers our clients to build and preserve their wealth confidently.
We are seeking a highly skilled and organized Executive Assistant to join our team.
The ideal candidate will have excellent organizational and time management skills, with the ability to anticipate needs, be resourceful, and demonstrate attention to detail.
Responsibilities and Expectations
- Managing executive calendars, prioritizing meetings, resolving scheduling conflicts, and keeping executives informed of changes.
- Triaging and responding to communications based on executive preferences, coordinating responses to information requests and surveys as needed.
- Assisting executives with meeting preparations, including creating agendas, gathering materials in advance, and distributing materials.
- Preparing, updating, and organizing information (e.g., PowerPoint presentations, Excel reports, Word documents) for inclusion in reports, correspondence, and budgets, ensuring accuracy and professionalism.
- Optimizing executive travel arrangements, including transportation, accommodations, and complex itineraries. Processing related expense reports.
- Staying informed of new tools and technologies to enhance executive productivity, sharing insights and troubleshooting as needed.
Qualifications and Requirements
- Demonstrated knowledge of administrative procedures, software applications (e.g., Microsoft Office Word, Excel, PowerPoint, Teams, Adobe Acrobat), records management systems, and business procedures.
- Excellent organizational and time management skills, with the ability to anticipate needs, be resourceful, and demonstrate attention to detail.
- A high level of professionalism, with the ability to handle confidential information with discretion, tactfully manage relationships, and foster positive communication.
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