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Administrative Coordinator Assistant Job Description

Job Title: Administrative Coordinator Assistant

Overview/Summary of the role:

The Administrative Coordinator Assistant works under the supervision of the Administrative Coordinator to provide administrative support in the coordination and management of daily office operations. They assist in implementing administrative policies, procedures, and systems to ensure efficient and effective office operations.

Responsibilities and Duties:
• Schedule appointments and maintain calendars for the administrative team
• Answer incoming telephone calls and route them to the appropriate personnel
• Prepare and edit correspondence, reports, and other documents
• Coordinate and schedule meetings, events, and travel arrangements
• Manage and maintain files, records, and databases
• Prepare presentations and documentation for meetings and events
• Assist with the procurement and inventory of office supplies and equipment
• Provide customer service support to internal and external clients
• Undertake research and provide necessary information as required
• Perform other administrative duties as assigned

Qualifications and Skills:

Hard Skills:
• Proficient in Microsoft Office applications
• Excellent typing and keyboarding skills
• Competent in managing multiple tasks simultaneously
• Familiarity with standard office equipment
• Ability to operate basic office machines such as photocopiers and printers
• Experience with electronic file management

Soft Skills:
• Outstanding organizational and time management skills
• Great communication skills (both verbal and written)
• Excellent interpersonal skills
• Detail-oriented and meticulous
• Resourceful and proactive
• Strong decision-making skills
• Ability to work independently and as part of a team

Education and Experience:
• High school diploma or equivalent required
• At least 1-2 years of experience in an administrative role preferred
• Experience with database management software
• Familiarity with office programs such as email systems, fax machines, and scanners
• Associate’s or bachelor’s degree in a relevant field preferred, but not necessarily required.

Overall, the Administrative Coordinator Assistant is a vital support position that ensures the smooth and effective running of daily administrative operations within an organization. They also play a crucial role in maintaining good working relationships between employees, clients, and other stakeholders.

Licensing (if applicable):
There are no mandatory licenses or certifications required to become an Administrative Coordinator Assistant. However, possessing certain certifications such as Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) can enhance the candidate's profile and increase employment opportunities.

Typical Employers:
Administrative Coordinator Assistants can work in a variety of industries such as healthcare, education, government, nonprofit organizations, and private organizations. Some typical employers include hospitals, universities, law firms, real estate companies, and financial services firms.

Work Environment:
Administrative Coordinator Assistants typically work full-time in an office setting. The work environment can vary depending on the industry and company they work for. They may work in a small office with just one supervisor, or in a larger office with multiple supervisors and support staff. They may also be required to attend off-site meetings or events.

Career Pathways (both leading to this position and next positions):
To become an Administrative Coordinator Assistant, candidates typically need a high school diploma or equivalent. However, some employers may prefer candidates with an associate or bachelor's degree in business administration or a related field. Individuals with prior experience in administrative or support roles may also have an advantage.

The next step in the career pathway for an Administrative Coordinator Assistant could be a promotion to a higher-level administrative position such as an Executive Assistant or Office Manager. Some may also choose to pursue a career in human resources or project management.

Job Growth Trend (USA and Global):
According to the Bureau of Labor Statistics (BLS), employment of Administrative Assistants and Secretaries is projected to decline 9 percent from 2019 to 2029, primarily due to technological advancements such as automated scheduling, cloud computing, and teleconferencing. However, the job growth trend may vary depending on the industry and geographic location. Globally, the demand for administrative support staff is expected to remain steady, with a focus on skills such as communication, problem-solving, and teamwork.

Career Satisfaction:
As an Administrative Coordinator Assistant, job satisfaction largely depends on the work environment and the specific responsibilities. Some common factors that contribute to job satisfaction in this role include a supportive team, clear communication with superiors, a sense of autonomy and responsibility, opportunities for growth and development, and a fulfilling work-life balance.

Related Job Positions:
Some related job positions to an Administrative Coordinator Assistant include Administrative Coordinator, Executive Assistant, Office Manager, Administrative Assistant, and Operations Coordinator.

Connected People:
As an Administrative Coordinator Assistant, you would be interacting with a range of people including supervisors, coworkers, clients or customers, vendors, and service providers. It is important to maintain good communication and positive relationships to ensure smooth operations.

Average Salary (USA, UK, Germany, India, Brazil):
In the USA, the average salary for an Administrative Coordinator Assistant is around $42,000 per year. In the UK, the average salary is around £20,000 per year. In Germany, the average salary is around €31,000 per year. In India, the average salary is around ₹236,000 per year. In Brazil, the average salary is around R$44,000 per year. It is important to note that salaries can vary based on location, experience, and specific job responsibilities.

Benefits Package:
The benefits package for an Administrative Coordinator Assistant largely depends on the employer. Some common benefits may include health insurance, retirement plans, vacation time, sick leave, and professional development opportunities.

Schedule and Hours Required:
Schedule and hours required for an Administrative Coordinator Assistant can vary based on the employer and specific job responsibilities. Typically, this role is full-time with standard business hours, Monday through Friday. However, there may be times when additional hours or weekend work is required to meet deadlines or complete special projects. It is important to communicate clear expectations and boundaries with supervisors to maintain a healthy work-life balance.

Level of Autonomy:

As an Administrative Coordinator Assistant, you may have a moderate level of autonomy. You will be responsible for completing tasks and projects under the guidance and supervision of an Administrative Coordinator or Manager. You may be required to work independently on some tasks, but you will still need to report to your superior to ensure that the tasks have been completed efficiently and correctly.

Opportunities for Professional Development and Advancement:

As an Administrative Coordinator Assistant, there may be opportunities for professional development and advancement. You may be able to attend training sessions and seminars to improve your skills and knowledge. You may also be able to take on more responsibilities and move up within your organization.

Specialized Skills or Knowledge Required:

To be successful as an Administrative Coordinator Assistant, you need to have excellent organizational, communication, and time management skills. You should be proficient in the use of Microsoft Office, project management software, and other relevant tools. Knowledge of bookkeeping, record-keeping, and basic accounting may also be preferred.

Physical Demands:

The physical demands of this job are typically low. You may need to sit for extended periods of time and use a computer or other office equipment. The job may occasionally require you to lift and move boxes or other equipment, but this is not a regular part of the job.

Tools and Technologies Used:

As an Administrative Coordinator Assistant, you may be required to use a variety of tools and technologies. These may include computer software such as Microsoft Office, project management software, and accounting software. You may also need to use office equipment such as copiers, scanners, and fax machines. Additionally, you may be required to use online communication tools such as email and video conferencing software.

Work Style:

Administrative Coordinator Assistants typically have a proactive and organized work style. They are able to prioritize tasks effectively, manage their time efficiently, and have strong attention to detail. They also possess excellent problem-solving skills and thrive in an environment where they can take initiative and work independently.

Working Conditions:

Administrative Coordinator Assistants generally work in an office environment with standard working hours of 9 am to 5 pm. They may also be required to work overtime or on weekends during busy periods. These professionals spend most of their time working on computers and performing administrative duties, such as answering phone calls, scheduling appointments, and organizing paperwork.

Team Size and Structure:

Administrative Coordinator Assistants often work alongside a team of administrative staff, including receptionists, office managers, and other coordinators. They may also interact with other departments within the organization, such as human resources, finance, and marketing. In larger organizations, there may be multiple teams that the Administrative Coordinator Assistant works with, each headed by a team leader or manager.

Collaboration and Communication Requirements:

Administrative Coordinator Assistants need to have excellent communication skills, as they are often required to communicate with various stakeholders, including clients, vendors, and other internal departments. They need to be able to communicate effectively both verbally and in writing, and be able to explain complex information to individuals who may not have the same level of expertise. They must also be able to collaborate and work with other team members to achieve common goals.

Cultural Fit and Company Values:

Administrative Coordinator Assistants need to align with the company culture and values of the organization they work for. They must embody the organization's values, be committed to its mission, and be able to work within the existing culture. This includes being able to work with colleagues from diverse backgrounds and being able to work within the policies and procedures set by the organization. They must also be able to maintain confidentiality and be aware of ethical and legal implications of their work.