ADMINISTRATIVE COORDINATOR

The Hobby Center for the Performing Arts•Houston, TX

7d•$45,000 - $55,000•Onsite

About The Position

The Administrative Coordinator serves as the primary point of contact for the office at the front desk of the administrative suite and provides essential support to ensure daily office operations run efficiently. In addition, this position provides high-level administrative and operational support to the Office of the President and CEO. This role is responsible for coordinating executive scheduling and logistics, supporting meetings and events, managing office resources, and maintaining a professional and efficient office environment. The position requires a high degree of organization, discretion, and attention to detail.

Requirements

High school diploma or equivalent required; associate or bachelor’s degree preferred.
1–3 years of administrative, executive support, office coordination, or related experience.
Demonstrated experience managing schedules and coordinating meetings.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Strong written and verbal communication skills.
Ability to handle confidential information with discretion.
Ability to work at a desk (sitting or standing) and computer for extended periods of time.

Nice To Haves

Exceptional organization and time management skills.
Strong attention to detail and follow-through.
Ability to prioritize competing requests and deadlines.
Professional demeanor and customer-service orientation.
Ability to work independently while supporting multiple stakeholders.
Problem-solving skills and adaptability in a fast-paced environment.
Knowledge and interest in the performing arts.

Responsibilities

Maintain and manage the CEO’s calendar, including scheduling internal and external meetings, prioritizing requests, and coordinating logistics.
Arrange business travel, reservations, and ticketing, including flights, lodging, and transportation.
Track and maintain records of CEO meetings, engagements, and activities.
Prepare, print, assemble, and distribute executive materials and correspondence.
Assist with preparation for Board of Directors meetings, company meetings, and executive presentations.
Coordinate gifts and hospitality for VIPs.
Serve as receptionist for the administrative floor, greeting visitors and directing guests to appropriate locations.
Maintain a professional reception environment and ensure proper visitor and security procedures are followed.
Coordinate visitor access, meeting arrivals, and hospitality needs.
Coordinate conference room schedules and ensure meeting spaces are properly prepared.
Set up meeting rooms, including materials, equipment, and catering.
Monitor shared office spaces, printers, and supply areas to ensure readiness and organization.
Order, track, and maintain office and meeting supplies for the administrative floor.
Manage incoming and outgoing mail and courier deliveries.
Support planning and logistics for executive and company-wide meetings.
Assist with Office of the President & CEO special projects and initiatives.
Maintain organized records and documentation related to meetings, correspondence, and office operations.
Perform additional administrative duties as assigned.