Administrative Coordinator

Avenue 360 Health and Wellness•Houston, TX

About The Position

The Administrative Coordinator provides comprehensive administrative, operational, and logistical support to ensure smooth daily functioning of the organization. This role serves as a key support partner to the Executive Assistant, CEO, and Executive Team, handling office operations, scheduling, communications, document preparation, and travel coordination. The Administrative Coordinator also acts as a backup for board logistics and governance support, ensuring continuity and professionalism in all executive‑level processes.

Requirements

Excellent written and verbal communication skills for drafting correspondence, reports, and minutes.
High level of professionalism, discretion, and the ability to handle sensitive and confidential information; strong customer-service orientation.
Strong organizational and time-management skills to manage multiple tasks and projects simultaneously while meeting deadlines.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management tools.
Strong diplomacy and interpersonal skills to build and maintain relationships with diverse personalities.
Ability to think ahead, anticipate needs, and work independently with minimal supervision.
High school diploma or GED required.
2-4 years of administrative support experience.

Nice To Haves

Associate degree in business, administration, or related field preferred.
1+ year of executive‑level support (preferred, not required)
Experience with scheduling, travel coordination, calendar management, and document preparation desired.
Willingness to work evenings and weekends as required for events and meetings.

Responsibilities

Serve as backup to the Executive Assistant for board logistics, governance tasks, and administrative preparation.
Assist with preparing board materials, meeting packets, and documentation.
Support coordination and follow‑up activities.
Screen and route calls, greet visitors, and maintain a professional office environment.
Support cross‑departmental projects and ensure smooth daily operations.
Assist the CEO and executive team with mail handling, meeting materials, correspondence, and meeting notes.
Set up meeting spaces, manage room logistics, order supplies, and coordinate office tasks as assigned.
Enter and update information in assigned communication channels to ensure timely internal coordination.
Handle registrations, flights, hotel bookings, itineraries, and reimbursement submissions; ensuring timely submission and accuracy of travel documentation.
Coordinate appointments, meetings, and events; prevent scheduling conflicts and manage meeting logistics.
Collect, verify, scan, and submit time sheets.
Maintain accurate tracking and follow‑up on missing or incomplete entries.
Process requisitions, interoffice correspondence, and policy documents.
Maintain organized filing systems and ensure timely routing of materials.
Manage office supplies, equipment, and facility requests.
Coordinate with vendors and service providers to maintain efficient operations.
Manage incoming calls, email, and inquiries with professionalism.
Draft correspondence and serve as a reliable point of contact for internal and external stakeholders.
Create, edit, and format reports, presentations, memos, and other materials.
Ensure accuracy, clarity, and consistency across all documents.
Other duties as assigned.