Administrative Coordinator

Red Clover HR•East Rutherford, NJ

3d•$30 - $35•Onsite

About The Position

We are seeking a highly organized, proactive Administrative Coordinator to support our Chief Operating Officer (COO) and the broader leadership team. This is a hands-on, fast-paced role that blends traditional administrative and executive support with day-to-day operational coordination across the business. In addition to managing schedules, correspondence, reception, travel, and company events, the right candidate will take ownership of various administrative and operations management duties that keep the office and our cross-border operations running smoothly. Success in this role requires someone who anticipates needs, follows through without prompting, communicates clearly across departments, and handles confidential information with discretion.

Requirements

Bachelor’s or associate degree in business administration or a related field preferred.
Proven experience as an administrative assistant, executive assistant, operations coordinator, or in a similar administrative/operations role.
Advanced skills in Microsoft 365 (including Word, Excel, PowerPoint, Outlook, SharePoint, and Teams).
Experience with business systems such as NetSuite and DocuSign is preferred; comfort learning and working across multiple business applications is essential.
Exceptional verbal and written communication skills, with the ability to compose, proof, and edit materials with great attention to detail.
Strong internal and external customer service skills, demonstrating a professional and helpful demeanor in all interactions.
Strong problem-solving skills and attention to detail.
Ability to work independently and as part of a team.
Meticulous in proofreading, organizing, and managing multiple tasks simultaneously with accuracy.
Polished and professional business casual appearance, maintaining a high standard of personal presentation.
Action Oriented - Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
Communicates Effectively - Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
Manages Ambiguity - Operating effectively, even when things are not certain or the way forward is not clear.
Optimizes Work Processes - Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
Resourcefulness - Securing and deploying resources effectively and efficiently, and taking ownership of tasks through to completion with minimal direction.

Nice To Haves

Experience managing travel arrangements, coordinating trade shows, and planning annual business meetings.
Discretion in handling confidential information.
Comfortable owning a wide range of administrative and operations management duties with limited oversight.
Strong reception skills.
Ability to multitask, manage projects, coordinate across departments, and maintain a professional demeanor in a fast-paced environment.

Responsibilities

Manage and maintain the COO’s calendar, including scheduling meetings, appointments, and travel arrangements.
Manage and maintain the COO’s notes, action items, and follow-ups.
Prepare and edit correspondence, communications, presentations, reports, and other documents.
Prepare weekly and monthly reports for senior leadership as needed.
Organize and maintain digital files, records, and shared document libraries.
Support other managers and departments with administrative tasks as needed.
Provide project management assistance when necessary.
Demonstrate the ability to handle and maintain confidentiality with company information.
Perform reception responsibilities, including but not limited to greeting visitors and answering and directing phone calls.
Assist with general office management tasks, including ordering supplies, managing office equipment, and coordinating with vendors and service providers.
Process and maintain business unit paperwork.
Manage travel arrangements and proactively coordinate the pre-planning of trips, including arranging appropriate travel, hotels, transportation, and meeting agendas.
Organize, book, and coordinate trade shows and sales events for our sales representatives and executives.
Coordinate and execute annual business meetings and company-wide events.
Assist with company holiday and employee relations functions.
Take ownership of various administrative and operations management duties that support daily business and cross-border operations.
Maintain and distribute recurring operational and administrative reports, and follow up with internal teams to ensure data is accurate and current.
Coordinate across departments (operations, finance, HR, IT, and sales) to keep shared processes, documentation, and records up to date.
Develop, document, and maintain standard operating procedures (SOPs) and company memos, and ensure they are stored and accessible to the appropriate teams.
Track and help manage recurring administrative obligations and deadlines, escalating items to the COO and relevant departments as needed.
Maintain company reference materials such as the organizational chart, staff directory, and office directory.