Job Posting Administrative Assistant

Business Coordinator

The Business Coordinator provides comprehensive administrative and operational support to executive leadership and the broader organization. This role is responsible for ensuring the efficient execution of day-to-day business functions, including executive support, office operations, event coordination, and logistics management. The ideal candidate demonstrates a high degree of professionalism, discretion, and organizational excellence, with the ability to manage multiple priorities in a dynamic corporate environment.

Responsibilities

Primary duties include:

• Administer and manage incoming correspondence, including mail distribution and processing, scanning and emailing mail to other office locations.
• Maintain and regularly update organizational charts; ensure accurate and timely distribution
• Prepare, review, and submit executive expense reports in accordance with company policies
• Provide direct administrative support to the CEO and other executives, including coordination of meetings, business dinners, and related logistics
• Plan, coordinate, and execute corporate events, meetings, and internal functions with a high level of attention to detail
• Facilitate new employee onboarding by coordinating initial setup
• Oversee shipping and logistics operations, including UPS and USPS processing, weekly Bills of Ladings, and drop shipments
• Manage procurement of supplies and ordering promotional product items
• Support intern program coordination, including scheduling and assisting with training activities
• Arrange domestic travel and accommodation, including flights and hotel reservations, for executives, employees, and visiting guests
• Coordinate lodging and logistics for external visitors to ensure a seamless experience
• Manage employee and customer holiday gifting programs, including ordering, packaging, and shipping
• Coordinate weekly management meetings by gathering agenda items, preparing materials, and facilitating virtual meetings (e.g., Microsoft Teams)
• Order, coordinate, and oversee setup and cleanup of meals and catering for meetings and events
• Collaborate with the Accounts Payable (AP) department to coordinate and track payables, invoices, and related documentation
• Serve as a notary public for business-related documents or obtain notary certification upon hire

Qualifications

Qualifications include:

• Experience: 3+ years in a professional administrative or business support role.
• Skills: Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Attributes: Exceptional organizational, multitasking, and communication skills (verbal and written).
• Confidentiality: Proven ability to handle sensitive and confidential company information with discretion.
• Education: High school diploma required; Bachelor's degree preferred.