Administrative Coordinator

Position Summary

We are seeking a highly organized and detail-oriented Administrative Coordinator to provide executive administrative support while managing and maintaining CRM data and processes. The ideal candidate will have 2-4 years of experience supporting senior professionals in a fast-paced professional services, financial services, or investment banking environment, with strong expertise in CRM systems, calendar management, travel and expense administration, and stakeholder coordination.

This role serves as a critical support function to senior bankers and leadership teams by ensuring efficient administrative operations, maintaining accurate client and deal-related information within CRM platforms, and facilitating seamless communication across internal and external stakeholders.

Key Responsibilities

CRM Administration & Data Management

• Maintain, update, and monitor client, prospect, deal, and contact information within CRM platforms.
• Ensure data accuracy, completeness, and compliance with internal standards and reporting requirements.
• Support CRM reporting, pipeline tracking, relationship mapping, and management reporting activities.
• Assist bankers in maintaining client interaction records, meeting notes, and business development activities.
• Perform regular data audits, cleanse records, and identify opportunities to improve CRM data quality.
• Generate CRM reports, dashboards, and analytics to support business development and client coverage efforts.

Executive Administrative Support

• Manage complex calendars for senior executives and bankers, including scheduling internal and external meetings across multiple time zones.
• Coordinate conference calls, video meetings, client meetings, and management reviews.
• Arrange domestic and international travel, including flights, accommodations, transportation, and itinerary management.
• Administer travel and expense (T&E) reporting, reimbursement processing, and expense reconciliation in accordance with company policies.
• Prepare meeting materials, presentations, correspondence, agendas, and follow-up action items.
• Support event coordination, conference attendance, client meetings, and leadership off-sites.

Office & Operational Support

• Serve as a liaison between executives, clients, and internal stakeholders.
• Support onboarding, administrative documentation, vendor coordination, and operational activities as required.
• Manage confidential information with a high degree of professionalism and discretion.
• Track and follow up on action items, approvals, and key deadlines to ensure timely completion.
• Assist with ad hoc projects, reporting requirements, and administrative initiatives.

Required Qualifications

• Bachelor's degree or equivalent professional experience.
• 2-4 years of experience in executive administration, business support, office management, or related administrative functions.
• Prior experience working with CRM platforms such as Salesforce, Microsoft Dynamics, HubSpot, DealCloud, or similar systems.
• Experience supporting senior executives, managing calendars, and coordinating travel and expenses.
• Strong proficiency in Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Word.
• Excellent organizational, time management, and multitasking skills.
• Strong written and verbal communication skills.
• Ability to work in a fast-paced, deadline-driven environment with minimal supervision.
• High attention to detail and commitment to confidentiality.

Preferred Qualifications

• Experience supporting investment banking, private equity, asset management, consulting, or other financial services teams.
• Familiarity with DealCloud or other investment banking CRM platforms.
• Experience with client coverage reporting, pipeline management, and business development support.
• Exposure to executive-level stakeholder management and client-facing communications.

Key Competencies

• Executive Support & Calendar Management
• CRM Administration & Data Governance
• Travel & Expense Management
• Stakeholder Coordination
• Client Relationship Support
• Attention to Detail
• Communication & Professionalism
• Time Management & Prioritization
• Problem Solving
• Confidentiality & Discretion