Operations & Administrative Coordinator

Description

• Act as a strategic and trusted partner to the executives, exercising sound judgment, discretion, and proactive insight to anticipate needs across client work, internal priorities, and business development activities. 

• Oversee complex calendar management, travel coordination, timekeeping, and expense workflows, ensuring seamless execution through strong planning, accuracy, and timely follow-through. 

• Lead end-to-end meeting preparation for prospect, client, and internal meetings by developing agendas, curating materials, synthesizing background research, and equipping executives with the information needed for strong decision-making. 

• Guide executives through post meeting follow-up by managing next steps, drafting communications, coordinating scheduling, and partnering with other Strategy & Operations teams to drive momentum. 

• Maintain a high-level understanding of each executive’s client portfolio, leadership focus areas, team structure, and external commitments to ensure alignment and continuity in planning and execution. 

• Ensure consistent, professional, and timely communication across all correspondence, promoting clarity, alignment, and strong constituent relationships. 

• Oversee key timelines for prospects, client meetings, reports, and presentations, ensuring executives are fully prepared and that all supporting materials and coordination occur in a timely and organized manner. 

• Maintain high-level oversight of executive records - including biographies, contact lists, and meeting notes - ensuring accuracy, organization, and accessibility for leadership and cross-functional partners. 

• Ensure compliance with timekeeping and expense policies across supported executives, exercising discretion and sound judgment when resolving discrepancies or identifying process improvements. 

• Manage highly confidential information with professionalism and discretion, maintaining organized and secure digital filing systems that support efficient workflow and information retrieval. 

• Ensure smooth coordination of essential office logistics, including printing, shipping, supplies, and catering for internal and external meetings, by partnering with the Office Manager and leveraging available resources. 

• Oversee processes related to guest registration, mail and package delivery, and general office inquiries, ensuring an organized and professional experience while delegating execution where appropriate. 

• Maintain oversight of regional SharePoint pages and office resource documents, ensuring content is accurate, updated, and easily accessible for teams across the region. 

• Partner closely with Executive Partners and operational colleagues across the firm to ensure strong alignment, consistent practices, and seamless coordination across regions and leadership teams. 

• Collaborate with Business Development, Marketing, and Proposal teams to support executive-led initiatives, enhance workflow integration, and drive effective preparation and follow-through. 

• Contribute to firmwide operational and administrative excellence initiatives by offering insights, sharing best practices, and supporting continuous improvement projects across the organization.

• 3+ years of experience in operations, project management, executive support, or a similar role requiring strategic coordination and independent decision making. 

• Strong organizational, project management, and problem-solving skills with the ability to manage multiple priorities. 

• Exceptional written and verbal communication skills with a high degree of professionalism and discretion. 

• Ability to build strong relationships and collaborate effectively across departments and levels. 

• High proficiency with MS Office Suite (Word, PowerPoint, Excel, Outlook) and comfort learning new systems; experience with CRM or workflow tools (NetSuite, Hubspot, Monday.com, Navan) a plus. 

• Ability to lift 25 pounds as needed. 

• Bachelor’s degree required.