IBES Administrative Coordinator Location:

85 Waterman St., Room 111, Providence, RI 02906

Work Arrangement:

Onsite Pay Rate:

•per hour

Schedule:

Monday-Friday, 8:30 AM-5:00

PM Desired Start Date:

ASAP Expected End Date:

December 23, 2026

Position Type:

Temporary Position Overview The IBES Administrative Coordinator provides executive assistance to the senior leadership team and general administrative support for the department. This position will directly support the IBES Director while helping manage day-to-day administrative, operational, event, financial, and facilities-related responsibilities. The Administrative Coordinator is expected to research and resolve issues independently whenever possible in order to make effective use of the senior leadership team's time. Key Responsibilities Provide detailed and complex administrative support to senior leaders, individuals, and groups. Provide direct executive support to the IBES Director. Manage calendars, appointments, and meeting schedules. Coordinate meetings involving faculty, staff, and students. Arrange travel and process related reimbursements. Prepare and produce professional correspondence. Maintain organized files, records, and departmental information. Provide administrative and clerical support, including typing and editing complex documents.

Prepare and edit:

Reports Presentation materials Tables Spreadsheets Support event planning and execution. Coordinate catering arrangements for meetings and events. Reserve rooms and manage meeting logistics. Procure departmental supplies and equipment. Process expenses and reimbursement requests. Assist with purchasing and financial administration. Support space and facilities management. Manage building and room access. Research and resolve administrative or operational issues independently whenever possible. Handle routine business matters on behalf of senior leadership. Manage multiple priorities effectively in a fast-paced environment. Required Qualifications Bachelor's degree required. 3+ years of relevant clerical, administrative, executive assistant, or administrative coordinator experience. Ideally 3-5+ years of experience supporting senior leaders and managing administrative operations. Experience independently supporting a senior leader or executive. Strong experience with administrative and office operations.

Technical Skills Advanced proficiency with:

Microsoft Word Microsoft Excel Microsoft PowerPoint Microsoft Outlook Google Workspace / Google Suite Mail merge Experience with project management tools is a plus. Preferred Experience Experience managing or supporting: Executive calendars and scheduling Office operations Purchasing and financial administration Expense reports and reimbursements Facilities and space coordination Event planning and execution Travel arrangements Complex documents, reports, presentations, and spreadsheets Experience working in an academic or professional environment is preferred. Ideal Candidate Profile The ideal candidate is: Calm and highly organized Proactive and dependable Detail-oriented A strong problem-solver Personable and professional An excellent communicator A collaborative team player Comfortable taking ownership of responsibilities Able to determine when an issue should be escalated Capable of exercising discretion and independent judgment Comfortable working onsite Able to work effectively under pressure Able to manage multiple priorities simultaneously Reliable and positive in their approach to work Top Must-Have Qualifications 3-5+ years of Administrative Coordinator, Executive Assistant, or comparable administrative experience , including independent support of a senior leader. Strong organizational and operational experience , including office administration, scheduling, purchasing/financial administration, facilities coordination, and event support. Strong technical and communication skills , including proficiency with Microsoft Office and Google Workspace and the ability to exercise discretion, independent judgment, and professionalism. Additional Information Reason for

Opening:

The current Administrative Coordinator is on leave through December, creating a need for temporary coverage.

Bilingual Requirement:

Not required.

Pay:

$35.00 - $35.50 per hour Expected hours: 40.0 per week

Work Location:

In person