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Administrative Coordinator



Administration, Education
Memphis, TN, USA
Posted on Monday, June 10, 2024

Administrative Coordinator POST NUMBER: 413656

Memphis, TN, US On-Site
June 10th, 2024
$ 28.00 - 31.00 hourly
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Administrative Coordinator

The Administrative Coordinator will provide day-to-day support and coordination for the Sr. Vice President within our Employee Experience team. This role is responsible for providing administrative and operational support within the department, as well as, performing special projects


  • Responsible for handling the senior leader's calendar, including scheduling meetings, reviewing calendar and resolving conflicts.

  • Makes travel arrangements for the management and/or staff.

  • Uses a relatively high degree of sensitivity to handle confidential documents, telephone calls, and personal contacts as required for departmental leaders. -Uses typing knowledge to compose, create and visually proofread letters, reports, forms, memos, and other correspondence as requested by management team.

  • Obtains, distributes and sends mail and packages.

  • Reports equipment failures such as copier machine jams and general printer problems.

  • Works with team members to create power point presentations, proposals, and reports; Generates reports as requested.

  • Uses relatively high degree of concentration to perform special projects including, but not limited to, setting up conference calls/meetings, creating spreadsheets in excel, and troubleshooting technical issues.

  • Organizes internal functions including staff lunches and retreats.

  • Orders food, helps to plan agenda, provides materials needed for event.

  • Codes bills and invoices; Reviews and develops purchase orders. Submits forms to the appropriate departments for processing; Maintains expense spreadsheet.

  • Orders supplies. Ensures supply closet is well stocked and maintained.

  • Orders needed equipment and supplies for new employees within the department.

  • Creating and executing schedules: plan and coordinate meetings, manage logistics, and oversee the calendar of events.

  • Proactively and professionally communicating with internal and external partners.

  • Serve as a point of contact for the Sr. Vice President, addressing queries and facilitating communication.

  • Keeping organized records: Documenting meetings, information and processes


  • Knowledge ordinarily acquired through attainment of a high school diploma or GED, and 5-7 years of office/administrative experience supporting a senior leader.

  • Ability to handle confidential matters, set priorities, and work well under pressure with an attention to detail.

  • Must have the ability to multitask & demonstrate a high degree of initiative in determining needs and developing solutions.

  • Proven experience creating spreadsheets, PowerPoint presentations and other documents -Strong communication skills both written and verbal.

Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco also wants all applicants to know their rights that workplace discrimination is illegal.

By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.

  • California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
  • Virginia residents may access our state specific policies here.
  • Residents of all other states may access our policies here.
  • Canadian residents may access our policies in English here and in French here.
  • Residents of countries governed by GDPR may access our policies here.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:

  • the individual’s skill sets, experience and training;
  • licensure and certification requirements;
  • office location and other geographic considerations;
  • other business and organizational needs.

With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.

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