Administrative Coordinator - IT

Mini-Circuits•Melville, NY

33d•$67,000 - $80,000

About The Position

The Administrative Coordinator – IT plays a critical role in ensuring the effective and efficient operation of the department. This position manages a wide range of executive-level administrative, planning, and clerical tasks, including calendar management, meeting coordination, and travel arrangements to support the Head of IT. Additionally, this role supports department initiatives, facilitating communication, ordering technology and other relevant departmental supploies, while managing numerous daily departmental activities. Many of these tasks will require a high level of proficiency with both standard and Mini-Circuits customized software applications. The ideal candidate is highly organized, proactive, and detail-oriented, with a proven ability to manage complex priorities and anticipate the needs of leadership. They are a strong communicator, able to collaborate effectively across global teams, and have a track record of delivering high-quality work in a fast-paced, dynamic environment.

Requirements

Associate Degree (2-year) or higher in Business Administration, Business Management, or related field preferred; relevant experience will be considered in lieu of formal education.
High School Diploma, GED, or international equivalent required.
3-5 years of experience in an administrative assistant or coordinator role, supporting executives, senior staff, and/or a large department.
Highly proficient in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel, Teams) to effectively manage communication, presentations, documents, and analysis.
Strong organizational and time management skills to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
Excellent verbal and written communication skills, with the ability to communicate effectively and professionally with senior-level internal and external stakeholders.
Proven ability to effectively manage and prioritize senior-level emails and calls, ensuring urgent issues are escalated, key information is communicated promptly, and leadership is kept well-informed.
Experience in calendar management and travel coordination, including the ability to develop detailed itineraries, schedules, and briefing materials.
Skilled in taking accurate meeting minutes and action items, and ensuring timely distribution and follow-up.
Ability to handle sensitive information with confidentiality and discretion, ensuring trust and integrity in all communications and documentation.
Attention to detail to maintain accurate data, dashboards, KPIs, documentation, and other records.
Ability to work independently and proactively to identify issues, propose solutions, and support smooth operations.

Nice To Haves

Familiarity with project management principles to support tracking projects and initiatives preferred.
Experience with ERP systems (e.g., SAP, Infor XA) a plus.
Ability to assist in planning and coordinating department events, meetings, onboarding/offboarding, and team activities is a plus.

Responsibilities

Executive Support
Manage calendar, schedule meetings, and coordinate domestic/international travel, including developing detailed itineraries, schedules, and briefing materials.
Manage/prioritize emails and calls; reply, forward, or escalate as needed; draft communications and presentations.
Prepare and circulate agendas, presentations, and meeting materials; take and publish meeting minutes and action items, ensuring timely follow-up.
Act as liaison with internal and external stakeholders, ensuring timely flow of information.
Handle sensitive information with the highest level of confidentiality and discretion.
Manage departmental and travel expense reporting, reconciliation, and budget tracking.
Data & Documentation
Create and maintain purchase requisitions; track purchase order progress, flag and address any delays.
Maintain technology inventory and place orders for equipment and supplies as needed
Communication & Coordination
Coordinate onboarding/offboarding of department members, including system access, equipment, and training.
Assist in coordinating department resources with HR and other support functions.
Assist in planning and coordinating department events, meetings, and team activities, including logistics and catering as needed.