Administrative Coordinator handling complex administrative duties for PNWU department. Managing schedules, coordinating events and supporting education - related activities.
About the role
- Administrative Assistant providing dedicated support to a VP-level leader at TYLin. Responsible for managing executive workflows, communications, and administrative tasks.
Responsibilities
- Manage the VP’s calendar: schedule, prioritize, and coordinate meetings, travel, and recurring commitments; resolve conflicts and optimize time.
- Triage and manage the VP’s email inbox: prioritize messages, draft and send replies on behalf of the VP, flag urgent items, and maintain clear follow-up systems.
- Serve as first‑line communicator for routine inquiries.
- Execute administrative approvals and sign routine documents per delegated authority; track signing deadlines and routing.
- Prepare agendas, briefing materials, presentations, and meeting notes; ensure timely distribution and follow-up on action items.
- Proactively track all items to completion and ensure no commitments are missed.
- Serve as primary point of contact for internal teams, clients, and external partners; handle confidential communications with discretion.
- Proactively identify and solve workflow issues, continuously scan for issues, bottlenecks, and unmet needs, and propose efficiency improvements.
- Manage and protect focus time; ensure strategic alignment of meetings with priorities.
- Regularly review upcoming commitments and ensure the VP is prepared in advance.
- Coordinate travel logistics and expense reports; manage reimbursements and corporate policy compliance.
- Maintain organized filing systems (digital and physical), contact lists, and recordkeeping.
- Support special projects, events, and ad hoc requests as assigned.
Requirements
- 5–10 years of administrative support experience, including at least 2–3 years supporting a VP, C-level executive, or equivalent.
- Experience acting as a gatekeeper and representing an executive’s priorities.
- Ability to exercise judgment in determining what requires escalation versus independent handling.
- Proven ability to manage high-volume, complex calendars and inboxes.
- Experience executing or signing documents under delegated authority; strong understanding of confidentiality and compliance.
- Excellent written and verbal communication skills; professional phone presence.
- Strong organizational skills, attention to detail, and the ability to prioritize in a fast-paced environment.
- Highly proactive, independent worker who does not wait for direction.
- Proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint) and common calendar/email/expense tools (e.g., Outlook/Exchange, Teams/SharePoint, Deltek, DocuSign).
Benefits
- Health insurance
- Disability and life insurance coverage
- Continuing education benefits
- Paid time off
- Employee assistance program
- Retirement savings plan with company matching contributions
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