What are the responsibilities and job description for the Administrative Coordinator position at Smarter HR Solutions, LLC?
Contract Position: Expected to last 10-12 months (Downtown Houston, TX)
Key responsibilities include:
- Communications support for internal and external engagements.
- Event coordination and internal collaboration to ensure continuity of work.
- Tracking details and providing status updates to support timely responses and request completion.
- Supporting enterprise-related projects impacting multiple departments.
- Assisting with additional efforts as requested by Executives or leadership.
This role requires a highly organized, multitasking individual who can prioritize effectively, is proficient in technology tools (Teams, screen sharing, audio/video equipment for meetings and presentations), and is skilled at producing meeting minutes and materials. A customer-focused approach and knowledge of information technology are ideal.
Role & Responsibilities
1) Coordinate the EPMO Intake Process
- Manage DevOps intake applications received via email.
- Triage projects to the appropriate Program Manager based on business needs.
- Redirect non-project requests to the relevant IT SMEs and directors.
- Generate duration reports on a to-be-determined cadence.
- Review and escalate project items as needed.
2) Committee Meeting Coordination
- Schedule meetings for the IT Board and Committees.
- Reserve rooms and coordinate logistics.
- Collaborate with committee chairs/co-chairs to create meeting agendas.
- Prepare meeting minutes for chair/co-chair review and final committee approval.
- Develop PowerPoint slides and meeting materials as needed.
- Coordinate committee actions and follow-up requests.
- Transition approved projects to the designated Project Manager.
3) Team Meetings, Workshops, Training, and Events
- Schedule and organize team meetings, workshops, and training sessions.
- Reserve meeting venues and materials as needed.
- Ensure all necessary documentation and logistics are in place.
Scheduled Milestones & Deliverables
- Maintain formal reports tracking intakes, meetings, and related requests.
- Provide meeting notes within 24 hours of scheduled events.
- Deliver agenda details at least one business day before events.
- Actively report escalations and propose solutions.
Performance Metrics
- Timely delivery of reports, schedules, and relevant materials.
- Accuracy and efficiency in completing required deliverables.
- Stakeholder feedback reports measuring effectiveness.
