Senior Administrative Coordinator

DEPARTMENT:
Human Resources

REPORTS TO:

Manager, People Operations + Culture

LOCATION:

Columbus, OH POSITION OVERVIEW

The Senior Administrative Coordinator plays a critical role in supporting the organization’s day‑to‑day operations and administrative functions across teams. This position requires exceptional organizational skills, strong attention to detail, and the ability to manage multiple priorities in a fast‑paced, dynamic environment.

The Senior Administrative Coordinator is responsible for complex calendaring and scheduling, preparing and maintaining accurate reports and records, and ensuring thorough documentation of Board, Executive Committee, and key organizational meetings. The role also provides coverage for front desk operations as needed to ensure continuity of service.

• Manage heavy and dynamic calendars for multiple staff and executive team members, balancing competing priorities and making real‑time adjustments as needed.
• Coordinate meetings across multiple time zones and internal and external stakeholders, ensuring clear logistics, timely communication, and accurate calendar details.
• Anticipate scheduling conflicts and proactively recommend solutions to support efficient use of time and smooth workflow.

• Prepare, record, and distribute accurate meeting minutes for all Board and Executive Committee meetings in accordance with established timelines.
• Provide audiovisual (AV) setup and operational support for meetings, ensuring equipment is prepared, functional, and issues are addressed promptly to support meeting continuity.
• Maintain and organize official Board and Executive Committee records, ensuring prior‑month meeting minutes are reviewed, finalized, approved, and properly archived after each meeting, in accordance with established quality standards, timelines, and accuracy requirements.
• Coordinate and process Board and Executive Committee resolutions, including obtaining required signatures promptly and filing fully executed documents in the designated resolution folder immediately following meetings.
• Track and document all electronic votes (e‑votes), including related email correspondence, ensuring each action is accurately recorded and stored in the appropriate governance folders.

• Build and maintain HR and Finance reports as assigned, ensuring data accuracy, consistency, and timely completion.
• Compile and organize information for recurring and ad hoc reporting, including payroll‑related data and compliance requirements.
• Track, reconcile, and report monthly expenses for staff, ensuring completeness, accuracy, and adherence to internal reporting standards and deadlines.

• Provide comprehensive administrative support primarily to the HR and Finance teams, with additional support to other departments and staff as needed.
• Maintain confidential records and files, handling sensitive information with discretion and in accordance with organizational policies.
• Provide project and research support, including gathering information, tracking tasks, and supporting follow‑through as assigned.
• Oversee the inventory, maintenance, and upkeep of organizational equipment and property, ensuring assets are functional, tracked, and properly maintained.
• Coordinate and manage building maintenance services, serving as the primary point of contact to ensure requests are addressed promptly and fully resolved.

• This is an exempt position that requires schedule flexibility, including availability during early mornings (as early as 7:00 a.m.) and evenings (after 5:00 p.m.), as needed to support Board and organization‑related meetings and events.

• Maintains a polished, professional appearance in demeanor and dress, appropriate for a Board‑ and executive‑facing role.
• Demonstrates a friendly, personable, and service‑oriented approach, with a strong commitment to internal and external customer service.
• Exhibits sound judgment, discretion, and integrity in handling confidential and sensitive information.
• Builds trust and works collaboratively with staff across departments to support shared goals and achieve…