Administrative Coordinator

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Full Time Atlanta, GA, US

Supervisor:
Director of Human Resource Operations and Special Projects

Department:

Strategy and Communications

Team:

Human Resources and Special Projects

Primarily Collaborates With:

Executive Office staff teams, Executive Director, Grand Council, ADPi Properties board

Position Type:

Full-time, Exempt

The Administrative Coordinator serves as a central point of organization for communications, mail and inventory, and executive and governance support, while also assisting with confidential corporate matters and supporting communication and event planning for various teams, including the Fraternal Government Relations and Grand Council. This role is responsible for coordinating office operations, managing official records, supporting onboarding and HR processes, and assisting with meeting and event logistics.

This position reports to the Director of Human Resources and Special Projects and provides comprehensive administrative and operational support to the Executive Director.

• Coordinate the internal preparation for new hire onboarding.
• Assist with confidential duties related to corporate matters.
• Manage the Executive Office Internship Program with support from the Director of Human Resources and Special Projects.
• Manage and maintain official Alpha Delta Pi files and records, including Grand Council, International House Corporation, and ADPi Properties minutes.
• Perform other duties as assigned.

• Manage the organization’s info email inbox, ensuring timely responses and organization of incoming inquiries.
• Manage the Ring doorbell system and greet all visitors at the main door.
• Manage incoming and outgoing mail, including but not limited to processing all outgoing mail and shipments, coordinating large mailing needs with departments, providing shipping estimates for special mailings, tracking lost shipments, and pursuing refunds for shipments and billing errors.
• Perform other duties as assigned.
• Manage stockroom supplies and coordinate with the Senior Director of Operations when supplies are low to verify budget for reordering.
• Assist Executive Office teams and departments with projects such as stationery and supply orders and support for incoming volunteers and new hires (name tags, business cards, etc.).
• Manage the holiday and birthday card programs annually.
• Manage and process International Officer (IO) forms to ensure timely and accurate submission.
• Oversee the inventory of returned badges.
• Manage new member badge orders, membership certificates, and membership cards.
• Manage preparation for face‑to‑face visits, including coordinating logistics, materials, and any special needs for the visits.
• Manage the Hill Visit program with support from the Executive Director.
• Provide administrative backup support for designated positions, including the Archivist and Assistant Director of Communications, when unavailable.
• Perform other duties as assigned.

• Assist the Executive Director with various tasks and projects including email, phone calls, meeting preparation, correspondence and mailings, and presentations.
• Schedule and coordinate staff and director meetings, including agenda creation.
• Assist Grand Council with correspondence, projects, and other administrative tasks.
• Assist the Executive Director and International President with work and tasks related to NPC.
• Assist with Grand Council meeting logistics, including meal reservations, staff summary creation, and circulation of any needed materials. Attendance onsite is required during these meeting days.
• Perform other duties as assigned.

• Associate’s degree or equivalent from a two‑year college; at least two years’ related experience and/or administrative training; or equivalent combination of education and experience.
• Advanced knowledge of Microsoft Office applications, and mail merging.
• High degree of professionalism and confidentiality required.
• Excellent…