Senior Administrative Coordinator

Vintti is a cutting-edge staffing agency revolutionizing the way US companies build their teams. Leveraging advanced technology and embracing the power of remote work, we connect SMBs, startups, and firms across the United States with top-tier talent from Latin America. Our platform seamlessly integrates professionals into US business ecosystems, regardless of physical borders. Vintti operates on the principle of a borderless future of work, where skills and expertise trump geographical constraints.

A Senior Administrative Coordinator is a pivotal role responsible for ensuring seamless office operations and providing high-level administrative support to senior management. This professional excels in multitasking, overseeing the coordination of meetings, managing executive calendars, and facilitating effective communication within the organization. Additionally, the Senior Administrative Coordinator handles complex travel arrangements, prepares detailed reports, and oversees project timelines. With exceptional organizational skills and a keen attention to detail, they play a crucial role in streamlining office functions and enhancing overall productivity.

- Bachelor’s degree in business administration, management, or related field
- Minimum of 5 years of experience in an administrative or coordinator role
- Proven experience supporting senior management or executives
- Strong organizational and time-management skills
- Exceptional written and verbal communication skills
- High attention to detail and accuracy
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software
- Ability to handle multiple tasks and prioritize effectively
- Excellent interpersonal and relationship-building skills
- Discretion and professionalism in handling sensitive and confidential information
- Experience in event planning and coordination
- Ability to work independently and as part of a team
- Strong problem-solving and decision-making abilities
- Flexibility and adaptability in a fast-paced environment
- Familiarity with office equipment and procedures
- Experience with travel coordination and itinerary planning
- Knowledge of HR processes and support functions
- Ability to compile and analyze data for reports
- Strong project management skills
- Excellent customer service orientation
- Proactive and able to anticipate needs and address them proactively

- Coordinate daily schedules, appointments, and meetings for senior management
- Respond to emails, phone calls, and other communications on behalf of senior staff
- Prepare and edit correspondence, reports, and presentations
- Maintain organized and up-to-date physical and digital filing systems
- Oversee office operations and procedures for efficiency
- Plan and coordinate travel arrangements
- Organize and manage events including conferences and workshops
- Conduct research and compile data for reports and projects
- Monitor and manage office supply inventory
- Process expense reports and invoices accurately and promptly
- Assist in onboarding new employees
- Collaborate with various departments to streamline processes
- Handle confidential information with discretion
- Coordinate special projects and initiatives as assigned
- Act as a point of contact for internal and external stakeholders
- Support the development and implementation of office policies
- Create and distribute meeting agendas, minutes, and action items
- Track and follow up on project deadlines and deliverables
- Provide administrative support for HR-related tasks
- Troubleshoot and resolve administrative or operational issues

The ideal candidate for the role of Senior Administrative Coordinator is a highly organized and detail-oriented professional with a minimum of five years' experience in administrative or coordinator roles, particularly in support of senior management or executives. They possess exceptional written and verbal communication skills, allowing them to interact effectively with a diverse range of stakeholders. Proficiency in the Microsoft Office Suite and other office management software is a must, demonstrating their tech-savviness and ability to handle various digital tasks. The candidate's strong time-management skills enable them to prioritize multiple tasks and projects efficiently in a fast-paced environment. They display a proactive, self-motivated attitude, anticipating needs and proactively addressing them. With excellent problem-solving and decision-making abilities, the ideal candidate can navigate high-pressure situations calmly and effectively. Their professional demeanor, coupled with discretion in handling sensitive and confidential information, ensures trust and reliability. Additionally, their experience in event planning, travel coordination, and HR support showcases their versatility. A strong customer service orientation and the ability to build and maintain relationships make them a collaborative team player. The ideal candidate also demonstrates a commitment to continuous learning and improvement, adapting flexibly to dynamic work environments while maintaining a strong work ethic and dedication to excellence.

- Manage and coordinate daily schedules, appointments, and meetings for senior management
- Respond to emails, phone calls, and other communications on behalf of senior staff
- Prepare and edit correspondence, reports, and presentations with high attention to detail
- Maintain organized and up-to-date filing systems, both physical and digital
- Oversee office operations and procedures to ensure efficiency and effectiveness
- Plan and coordinate travel arrangements, including booking flights, hotels, and transportation
- Organize and manage events, such as conferences, workshops, and team-building activities
- Conduct research and compile data for reports, projects, and presentations
- Monitor and manage office supply inventory and order materials as needed
- Process expense reports and invoices, ensuring accuracy and timely submission
- Assist in the onboarding process for new employees, including orientation and setup
- Collaborate with various departments to streamline processes and enhance communication
- Handle confidential information with discretion and professionalism
- Coordinate special projects and initiatives as assigned by senior management
- Act as a point of contact for internal and external stakeholders
- Support the development and implementation of office policies and procedures
- Create and distribute meeting agendas, minutes, and action items
- Track and follow up on project deadlines and deliverables
- Provide administrative support for HR-related tasks, such as scheduling interviews and maintaining employee records
- Troubleshoot and resolve any administrative or operational issues as they arise

- Highly organized and detail-oriented
- Excellent communicator with strong interpersonal skills
- Proactive and self-motivated
- Ability to maintain confidentiality and handle sensitive information
- Adaptable and flexible in a dynamic work environment
- Strong problem-solving and decision-making skills
- Efficient time-management and prioritization abilities
- Team-player with collaborative spirit
- Professional demeanor and appearance
- Tech-savvy with proficiency in office management software
- Reliable and dependable
- Strong customer service orientation
- Highly resourceful and able to anticipate needs
- Committed to continuous learning and improvement
- Strong work ethic and commitment to excellence
- Ability to handle high-pressure situations calmly and effectively
- Creative thinker with a solution-focused mindset
- Excellent multitasker with the ability to juggle various responsibilities
- Strong analytical and critical thinking skills
- Empathetic and approachable

- Competitive salary commensurate with experience
- Comprehensive health, dental, and vision insurance plans
- Retirement savings plan with employer matching
- Generous paid time off (PTO) and holiday schedule
- Flexible work hours and remote work opportunities
- Professional development and training programs
- Tuition reimbursement for continuing education
- Employee assistance program (EAP) for personal and professional support
- Wellness programs including gym membership discounts
- Collaborative and inclusive work environment
- Opportunities for career growth and advancement
- Company-sponsored events and team-building activities
- Paid parental leave and family support benefits
- On-site childcare facilities (if applicable)
- Commuter benefits and transportation reimbursement
- Modern office facilities with ergonomic workstations
- Recognition and rewards program for outstanding performance
- Access to company-wide knowledge sharing platforms
- Subsidized meals and office snacks
- Employee discount programs for products and services