Administrative Coordinator

Administrative Coordinator

Role Name: Administrative Coordinator

Department Name: Data Management

Role GCF: Level 2

Role Description:

The Administrative Coordinator provides operational and administrative support to the Data Management organization and cross-functional stakeholders. This role is responsible for calendar management, meeting coordination, travel logistics, communications management, and operational support activities while ensuring adherence to quality, confidentiality, and organizational standards. This role reports to Head of Data Management or designated functional leader. This role operates within a fast-paced, cross-functional environment supporting Data Management leadership and teams across global locations. The Administrative Coordinator is expected to manage multiple priorities while maintaining professionalism, discretion, and operational efficiency.

Roles Responsibilities:

• Manage individual and team calendars and schedule meetings across multiple time zones using Outlook.
• Coordinate functional processes such as invoicing and purchase orders.
• Coordinate local and international travel arrangements and prepare expense reports.
• Prepare and support the development of presentations, reports, and meeting materials.
• Maintain and support SharePoint sites and departmental collaboration tools.
• Perform administrative duties including maintaining distribution, contact, and personnel lists.
• Manage departmental administrative files and documentation.
• Coordinate department communications and operational correspondence.
• Coordinate shipment logistics, courier services, and distribution activities as needed.
• Manage administrative aspects of relationships with vendors and outside experts.
• Coordinate local and international meetings, including travel, accommodation, and logistics.
• Organize meeting rooms, catering, and equipment requirements.

Accountabilities:

• Provide administrative support within established timelines and quality expectations.
• Support meeting coordination, travel logistics, and communications management.
• Maintain compliance with organizational standards and confidentiality requirements.
• Coordinate resolution of operational and logistical issues.
• Support stakeholder coordination and communication activities.

Basic Qualifications and Experience:

• Bachelors degree with 3 years of administrative/business support experience; OR
• Associate degree/high school diploma with additional relevant experience; OR
• Masters degree with 2 years of administrative support or operations coordination experience.
• Experience supporting cross-functional teams and senior stakeholders.
• Proficiency with Microsoft Office Suite and enterprise collaboration tools.
• Experience coordinating meetings, travel, expense reporting, and operational logistics.
• Strong organizational, communication, and confidentiality management skills.

Preferred Experience:

• 2-5 years of experience in administrative or operations support roles.
• Experience supporting senior leadership within matrixed or global organizations.
• Experience with Outlook, Teams, SharePoint, SAP, Concur, and Microsoft Office Suite preferred.
• Experience managing multiple calendars across time zones.
• Experience supporting remote teams and operational initiatives.
• Strong stakeholder coordination and problem-solving capabilities.
• Ability to manage competing priorities in fast-paced environments.

Functional Competencies:

• Strong organizational and prioritization skills with the ability to manage multiple tasks and deadlines effectively.
• Effective written and verbal communication skills with strong cross-functional collaboration capabilities.
• Demonstrated proficiency in calendar management, meeting coordination, and scheduling across multiple time zones.
• Experience coordinating travel arrangements, expense reporting, and operational logistics.
• Administrative operations support including documentation management, reporting, and tracking activities.
• Ability to coordinate effectively with vendors, stakeholders, and cross-functional teams.
• Strong attention to detail with a focus on accuracy, quality, and documentation integrity.
• Proactive problem-solving mindset with the ability to anticipate and address logistical challenges.
• High level of professionalism, discretion, and confidentiality in handling sensitive business information.