Administrative Coordinator

Newcastle Investors • Chicago, IL

10d • $65,000 - $85,000 • Hybrid

About The Position

Reporting to the Co-Managing Directors, the Administrative Coordinator will provide support to the teams across the firm. The successful individual will be a highly effective professional with an eye for detail who can multi-task in a fast-paced and fun environment. The position requires organization, resourcefulness and reliability, as well as a “team player” mentality. The Administrative Coordinator must be able to also work independently, maintain confidentiality across a variety of business matters, and be successful in critical project work for the firm.

Requirements

• A minimum of 5 years of experience in a supporting role to one or more member(s) of the leadership team or related experience.
• Advanced writing, grammatical, and document formatting skills.
• Ability to work under pressure, prioritize appropriately, and multitask without compromising professionalism or quality of work.
• Ability to maintain discretion and confidentiality on all business and employee matters.
• Proven history of being an integrated part of a team culture and managing all work matters with a positive and supportive approach.
• Understand when to follow detailed directions, and when to apply creativity, independent judgement, and problem solving.
• Advanced skills in Microsoft Office including Word, Excel, PowerPoint, OneNote, and Outlook are required.
• Interested and willingness to gain proficiency in learning Co-Pilot, AI and other emerging or industry related technologies.

Responsibilities

• Maintain Co-Managing Directors' calendars and coordinate all logistics for internal, external, and recurring meetings.
• Adjust daily schedules to resolve conflicts, accommodate shifting priorities, and ensure seamless meetings.
• Manage technical setups, video links, and conference lines to ensure meetings start on time and run efficiently.
• Prepare and submit accurate expense reports and credit card management needs for the Co-Managing Directors.
• Arrange and coordinate flights, hotels, dining reservations, and on-site meeting logistics.
• Process paid time off requests and maintain team availability in calendars.
• Handle critical business correspondence using Docusign, FedEx, couriers, and traditional mail services while coordinating with the broader team.
• Support annual business planning process and compile critical materials for board-facing documents and policies.
• Oversee firm-wide industry subscriptions, professional memberships, and renewal services.
• Support and assist in the planning and logistics of firm-wide or team events.
• Manage the broker licensing program and track participation and requirements in partnership with our external partner.
• Assist internal teams with invoice processing, tracking, and basic document management.
• Coordinate and update operations guidelines and policies for the executive team and track annual changes.
• Assist cross-functional teams with special projects and administrative needs.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed