Engagement and Administrative Coordinator

$35/hr - $38.60/hr

Role: Team Engagement and Administrative Coordinator
Contract Length: 6 months
Location: Boston seaport 100% onsite
Experience Level: 3 to 5 years

This is what you will do:

The Team Engagement & Executive Administrative Support Coordinator will play a key role in supporting team engagement initiatives while providing high-level administrative support to two executives. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

You will be responsible for:

Team Engagement

Event Planning & Coordination

• Coordinate team events, including town halls, team lunches, happy hours, outings, and offsite activities
• Manage end-to-end event logistics, including catering coordination and on-site setup/clean-up for meetings and events with 10+ attendees
• Plan and support offsite meetings and team-building activities
• Coordinate with external vendors for catering and event-related services
• Manage and maintain relationships with preferred catering and event vendors

Office Support & New Hire Experience

• Provide on-site support for new hires and visitors at the Boston office
• Manage and coordinate the visitor management system
• Support new hire onboarding activities to ensure a seamless experience

Recognition & Milestone Management

• Maintain and manage a calendar for team birthdays and work anniversaries
• Proactively arrange and send gifts, cards, or flowers to recognize milestones
• Coordinate group cards and communications during difficult or exceptional circumstances
  

Administrative Support for Two Executives

Calendar Management

• Coordinate meetings and proactively manage scheduling conflicts
• Book meeting rooms, including restricted rooms, in collaboration with Facilities
• Add meeting rooms to recurring meetings and ensure appropriate setup time
• Coordinate A/V and IT support for meetings
• Implement preventive scheduling measures, such as booking rooms in advance to allow for setup
  

Travel & Expense Management

• Arrange domestic and international travel, including flights, transportation, hotels, and car services
• Process and manage expense reports, including audit follow-ups
• Coordinate visa processes and other travel-related requirements
  

Meeting Support

• Order and coordinate catering for leadership meetings and events with 10+ attendees
• Manage catering setup and clean-up logistics
  

Communications & Shared Calendar Support

• Manage distribution lists and shared team calendars
• Support internal communications via email, Workvivo, and team announcements, leveraging GenAI tools for efficiency when appropriate
• Prepare materials for Town Halls and support meeting facilitation
• Act as a liaison with administrative colleagues across Client to support information sharing and communication alignment
  

Additional Responsibilities

• Provide technology and systems support as needed
• Maintain team contact databases and organizational charts
• Track, manage, and report on event and administrative budgets
• Identify and recommend process improvements to enhance team efficiency

You will need to have:

Required Skills & Qualifications

• Bachelors degree or equivalent relevant work experience
• Minimum of 35 years of experience in executive administrative support, office management, or team coordination roles
• Proven experience supporting senior leaders/executives in a fast-paced corporate environment
• Strong calendar management skills, including coordination of complex schedules and meeting logistics
• Demonstrated experience in event planning, catering coordination, and vendor management
• Experience managing domestic and international travel arrangements and expense reporting
• Excellent organizational skills with the ability to manage multiple priorities and deadlines simultaneously
• Strong written and verbal communication skills with a high level of professionalism
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools
• Experience using internal communication platforms (e.g., Workvivo or similar tools) preferred
• Ability to leverage GenAI tools to improve efficiency and communication effectiveness
• High attention to detail with strong problem-solving and follow-up skills
• Ability to work independently, exercise sound judgment, and handle confidential information with discretion
• Strong interpersonal skills with the ability to collaborate across teams and build effective working relationships