Administrative Coordinator - Remote | WFH

We are seeking a highly organized and adaptable individual to join our team as an Administrative Support Specialist. In this role, you will be a key team member, providing essential administrative support to the management team and helping ensure smooth operations across regional offices. You will be involved in a variety of tasks, including project management, event coordination, communication, and logistics.

Key Responsibilities:

Provide comprehensive administrative support to ensure operational efficiency and align with the organization's mission.
Facilitate communication and logistical needs between regional offices using various online tools such as Webex, Zoom, Teams, Skype, Dropbox, OneDrive, and Google Docs.
Maintain project management schedules to anticipate operational support needs and ensure all deadlines are met.
Coordinate schedules and activities for events such as staff meetings, conferences, and retreats across regional offices.
Monitor and manage incoming and outgoing correspondence, ensuring timely responses and follow-ups.
Assist in preparing, proofreading, and editing reports, presentations, and other written communications.
Maintain an organized and efficient filing system for the Regional Director's files, ensuring easy access and distribution.
Take meeting minutes, prepare follow-up action plans, and track progress toward outcomes.
Manage social media and online communication tools to foster internal communication and coordination with regional offices.
Assist with forecasting and planning the annual staff development and employee training schedule, and follow up on training initiatives.
Support payroll processing, human resources, and employee assistance efforts for the Regional Director.
Prepare and manage expenditure and after-travel expense reports, ensuring timely and accurate submission.
Process invoices and ensure prompt payment.
Conduct research and evaluations for corporate, government affairs, and operational tasks to support ongoing projects.
Assist with procurement processes, including gathering quotes, coordinating vendor communication, and tracking procurement documents.
Help plan regional and company-wide events, managing logistics such as venue arrangements and equipment.
Coordinate travel arrangements for the Regional Director and other staff, including hotel bookings, transportation, and group rate negotiations.
Assist in preparing performance evaluations, tracking staff milestones, and managing confidential HR documentation.
Ensure clear communication of updates, policies, and procedures across regional offices.
Ensure meetings are set up properly, including necessary equipment and food arrangements.
Manage office supplies to ensure efficient use of resources across the regional offices.
Review management mileage and travel documents to ensure proper documentation and completeness before submission.
Review and manage corporate card expenses and reports, ensuring accuracy and proper processing.
Work closely with the fiscal department to monitor and gather documents, ensuring accuracy in financial reporting and audit compliance.
Perform other duties as assigned, remaining flexible to the evolving needs of the organization.

Desired Skills and Abilities:

Excellent organizational and office management skills, particularly in a remote or virtual office environment.
Strong proficiency in word processing, spreadsheets, databases, social media, online tools, and research. Familiarity with Office 365, Outlook, Word, Excel, PowerPoint, Publisher, SharePoint, OneDrive, MS Planner, Dropbox, Google Docs, Survey Monkey, Constant Contact, and Wix.com (or similar) is a must.
Excellent writing and editing skills.
Bilingual (English/Spanish) preferred.
Exceptional interpersonal skills and the ability to interact effectively with team members and stakeholders.
Flexible and able to work in both office and home office environments.
Ability to handle confidential information with discretion and maintain security of pertinent data.
Willingness to travel within the state of Texas as needed.

Education and Experience:

Bachelor's degree preferred, or equivalent combination of education and experience.
At least three years of experience in an administrative assistant role supporting upper management positions such as CEOs, Directors, and COOs.
Experience in project coordination and personnel management is preferred.
A professional demeanor and appearance are required.

Special Requirements:

Valid Texas Driver's License and Automobile Liability Insurance, as required by the State of Texas.
Access to reliable transportation for travel within the service area.

Physical Demands and Work Environment:

The role may require occasional standing, walking, and sitting for extended periods. Must be able to drive for long periods and occasionally lift up to 25 pounds.
The work environment is fast-paced, requiring constant communication, and may be physically and mentally demanding.

Equal Employment Opportunity Employer
Employment Type: Full-Time
Salary: $ 18.00 24.00 Per Hour