07 October 2021
Senior Administrative Coordinator

Senior Administrative Coordinator
Miami – Doral Area
Job purpose
This position provides executive level administrative support to the Sr VP, Strategy & Development and is responsible for performing complex administrative tasks related to assigned special projects.  This position also supports the Director, Membership, on project needs related to serving the Society's individual and corporate-level members. 
Duties and responsibilities/essential function
Administrative Support
  • Provides executive support, including meeting scheduling, priority and task management, project tracking, correspondence (verbal and written), etc.
  • Provides support for internal and external meeting logistics, including A/V and signage requirements, catering, etc.
  • Manages POs and provides support related to vendor agreements/contracts.
  • Represents senior management-level views and goals in correspondence and conversations with members and the board.
  • Prepares, disseminates and maintains meeting agendas and materials for meetings.
  • Attends meetings and other gatherings as needed to support those attending and taking notes.
  • Assists with hotel selection and contract negotiation, point of contact on catering, etc. for Membership Committee Meeting and other meetings, as needed.
  • Maintains strong knowledge of Society priorities, policies and practices.
  • Provides support for activities related to the Company’s Strategic Plan.
  • Conduct online research to gather background data for various projects
Special Projects
  • Provides principal support in the implementation and administration of special projects in pursuit of short-term and long-term goals and strategies.
  • Company Leadership Symposium - updates application and event information, ensures promotion of event is on schedule, serves as the point person on communication to District Reps and student attendees, coordinates event logistics (event catering, bus transportation, evening events, hotel contract, onsite and offsite needs, etc.)
  • Research Assistance - enters survey questions into online survey platform, secures and uploads lists, monitors response, and downloads reports.
  • Company’s Districts, Sections and Student Chapters - assists with projects that support District Conferences, Silver/Life/Gold recognition program, and other projects as assigned.
  • Strategic Planning - provide administrative support in the strategic planning process, including the preparation of materials and documents, documentation of planning session outcomes, etc.
  • Membership Promotions - supports and manages membership promotion campaigns in terms of creating mail lists, prize ordering and fulfillment, etc.
Customer Support
  • Respond to phone calls/emails and conduct necessary research for quick and accurate follow-up.
  • Provide data entry support as needed to the membership function, including the processing of member applications and renewals and updating member records.
  • Collaborate with membership staff and other departments to streamline process and provide high-quality service to all members and customers.
Reports to
  • SVP, Strategy & Development - Directly
  • Director – Dotted line
  • Extremely organized and able to track and manage multiple priorities in a fast-paced environment with a keen eye to detail
  • Ability to adapt quickly to changing priorities
  • An active listener who proactively anticipates needs and activities
  • A learner who works with curiosity and is solutions oriented
  • An excellent writer with proficient editing skills
  • Ability to work independently and as a part of a team
  • Ability to build relationships with relevant stakeholders
  • High ethical standards and professional demeanor
  • Deals with confidential information and/or issues using discretion and judgment
  • Proficient with Excel, Word, PowerPoint, Outlook.
  • Knowledge of Survey Monkey a plus
  • Ability to travel as needed - estimated time 5%
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