Administrative Coordinator

Remote (United States)

Job Details

Location: United States

Workplace: Remote

Employment Type: Full-Time

Experience: Mid-level; one year maintaining organizational social media and one or more years coordinating in-person events.

Core Areas: Administrative project coordination; event logistics; hotel and venue contracts; Excel budgets and trackers; recordkeeping; social media management; Constant Contact; IT onboarding support.

Compensation: $65,000–$75,000 annually

Travel: Required attendance at three onsite corporate events each year, lasting 2–4 days per event.

About the Role

The Administrative Coordinator coordinates administrative projects, corporate events, and day-to-day staff support in a healthcare data consulting environment. Responsibilities include negotiating event arrangements, maintaining budgets and attendance reports, assisting with registrations and travel, keeping records, and coordinating communications. The position requires independent judgment and proactive problem-solving while working with internal management and staff at all levels, as well as clients.

Microsoft Office proficiency, particularly Excel formulas and pivot tables, supports the budgeting, tracking, and reporting work. Social media content, newsletter coordination, and webinar planning are also part of the role. Strong organization, creativity, flexibility, and interpersonal skills support effective communication with vendors, venues, speakers, and senior staff.

What You'll Do

• Independently evaluate and negotiate menus, facility and hotel contracts, room blocks, audiovisual (AV) arrangements, and other event logistics, escalating key decisions to the Cross-Team Project Manager.
• Anticipate event and administrative needs, troubleshoot issues, and resolve problems proactively with minimal oversight.
• Create and maintain Excel trackers, budgets, and registration or attendance reports for events and administrative projects.
• Coordinate conference registrations with staff and assist with travel arrangements.

• Gather and compile engaging content for social media platforms and APCD Journal on the company website, coordinating with senior staff.
• Prompt preparation of and coordinate the quarterly HealthFlash company newsletter.
• Format and maintain company resumes for staff, keeping the documents current.
• Assist with webinar planning.
• Create the company holiday card and distribute it to clients and staff.
• Facilitate year-end charitable donations in coordination with the Executive Team.
• Coordinate staff holiday gift selection by distributing employee surveys and overseeing gift distribution.

• Assist IT with onboarding new employees when requested.
• Respond to administrative inquiries and questions and help resolve them.
• Coordinate sweatshirt orders for new hires, including collecting staff sizes, placing orders, checking accuracy, and managing delivery logistics.
• Maintain clear, accurate records and prepare written summaries of data as needed.
• Help staff with company-wide account logins and passwords.
• Provide project assistance to staff as needed.

Qualifications

Required Experience

• Experience coordinating projects.
• One year of experience maintaining organizational social media sites across multiple platforms and channels.
• Experience using social media management tools such as Constant Contact.
• One or more years of experience coordinating in-person events.
• Demonstrated experience using Excel to build budgets, trackers, or reports.

Required Skills

• Excellent oral and written communication skills and strong interpersonal skills.
• Strong creative skills and the ability to develop compelling social media content, marketing materials, and campaigns.
• Proficiency in Microsoft Office Suite, including Word, PowerPoint, and Excel, with the ability to use formulas and pivot tables and build clear budgets and trackers.
• Excellent organizational skills and attention to detail.
• Understanding of clerical procedures and systems, including recordkeeping and filing.
• Flexibility and the ability to work independently.
• Sound business judgment and the maturity to take ownership of administrative projects, make independent decisions, and follow through without close supervision.
• Strong problem-solving skills, including the ability to research options and troubleshoot independently.
• Confidence and professionalism when corresponding with vendors, venues, speakers, and senior staff.

Education

• An associate's degree is required.

Preferred Qualifications

• A bachelor's degree is preferred.