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Administrative Coordinator
2 weeks ago
We are seeking a highly organized and detail-oriented individual to take on the administrative and coordination tasks that keep our operations running smoothly every day.
Key Responsibilities:- Scheduling & Coordination: Manage calendars, book meetings for senior leaders across multiple time zones, ensuring priorities are clear and logistics run efficiently.
- General Admin Support: Order supplies, manage deliveries and mail, coordinate office access and site visits, liaise with vendors, and support logistics for visitors and events.
- Document Handling: Complete and submit forms, draft responses on insurance forms and similar documents for review, manage trackers, and ensure accurate filing in shared drives.
- Reporting & Data Entry: Update internal systems, prepare recurring reports for partners, collate data from across the business, and assemble draft materials for board and investor reporting.
- Travel Coordination: Review and approve travel requests for the global team in line with policy, flag any exceptions or issues, and occasionally book flights or accommodation when required.
- Set up corporate travel memberships and ensure timely insurance documentation and reimbursements.
- Finance Support: Upload receipts and invoices, process payments, reconcile daily banking statements, handle payroll and routine finance duties for review.
- Ad Hoc Research: Support quick-turn research tasks for senior leaders (e.g., vendor comparisons, compliance requirements).
- Process Improvement: Identify repetitive tasks and propose automation or system improvements to enhance workflows.
- Organized, reliable, and detail-oriented, with strong ownership and commitment to getting things done right and on time.
- Comfortable handling high volumes of administrative tasks and context-switching frequently.
- Tech-savvy, eager to learn and use tools that make manual work faster and smarter.
- Professional and confident managing communication across multiple stakeholders, time zones, and functions.
- Curious and ambitious to grow, learn, and contribute to a fast-paced startup environment.
- Comfortable working closely with senior leaders and maintaining confidentiality on sensitive matters.
You likely have 2–5 years of experience in operations, administration, finance coordination, or executive support roles, ideally in dynamic environments.
Above all, we're looking for someone proactive and results-driven.
