Executive Administrative Coordinator

ARDX•Norfolk, VA

About The Position

The Executive Administrative Coordinator will provide general administrative support to assigned leaders and team members. This role involves managing calendars, scheduling appointments, coordinating meetings, and preparing necessary documentation. The coordinator will also handle communication with the executive team, monitor departmental correspondence and files, and assist with travel arrangements and expense reports. A key aspect of this role is leveraging generative AI tools to enhance administrative efficiency, including drafting communications, summarizing information, preparing materials, and identifying automation opportunities, while ensuring responsible AI usage.

Requirements

Bachelor's degree
5 years of professional administrative, office, or related experience
Demonstrated experience using generative AI tools (e.g., ChatGPT, Microsoft Copilot, or comparable platforms) in a professional environment to improve productivity, communication, research, and administrative processes
Proficient in MS Office (i.e., Outlook, Word, Excel, PowerPoint)

Nice To Haves

Experience with Jira preferred

Responsibilities

Provide general administrative support to assigned leaders and team members.
Manage calendars, schedule appointments, and coordinate routine meetings.
Prepare meeting agendas, materials, presentations, correspondence, and other documents as requested.
Coordinate meeting logistics, including conference rooms, virtual meeting links, materials, and refreshments when applicable.
Coordinate communication with executive team members.
Monitor and organize departmental email, correspondence, files, and records.
Draft and format routine emails, letters, reports, and other business communications.
Maintain electronic and physical filing systems and ensure records are organized and accessible.
Enter, maintain, and retrieve information from organizational systems, spreadsheets, databases, and other administrative tools.
Assist with travel arrangements, expense reports, purchasing, invoices, and other routine administrative transactions.
Track deadlines, action items, and administrative deliverables and provide appropriate reminders.
Receive and appropriately route telephone calls, visitors, inquiries, and correspondence.
Support departmental projects, events, meetings, and special initiatives as assigned.
Maintain confidentiality when handling sensitive business, employee, customer, or organizational information.
Identify opportunities to improve administrative processes and office efficiency.
Leverage approved generative AI tools to improve administrative efficiency, including drafting correspondence, summarizing information, preparing meeting materials, developing presentations, and organizing content.
Use AI-assisted tools to research, analyze, and synthesize information to support departmental activities and decision-making.
Identify appropriate opportunities to automate or streamline routine administrative processes using AI and other technology.
Review and validate AI-generated content for accuracy, completeness, tone, and appropriateness before use.
Ensure the responsible use of AI in accordance with organizational policies regarding confidentiality, privacy, security, and proprietary information.
Perform other administrative duties as assigned.