Administrative Coordinator /

Executive Assistant Location:

Providence, RI 02906

Work Arrangement:

100%

On-site Schedule:

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

PM Employment Type:

Temporary Contract Expected End Date:

December 23, 2026

Start Date:

As soon as possible About the Role We are seeking a highly organized and proactive Administrative Coordinator / Executive Assistant to provide executive assistance to senior leadership and general administrative support within an academic department. This position will directly support a senior leader through calendar management, travel coordination, reimbursements, meeting scheduling, and other executive support functions. The Administrative Coordinator will also manage day-to-day office operations, events, purchasing and expense administration, facilities coordination, and building access. The ideal candidate is a calm and resourceful problem-solver who can independently research and resolve administrative issues, exercise discretion, manage competing priorities, and recognize when escalation is necessary. Responsibilities Provide comprehensive administrative and executive support to senior leadership. Manage complex calendars, appointments, meetings, and scheduling priorities. Coordinate domestic travel arrangements and prepare travel reimbursements. Draft, edit, format, and proofread correspondence, reports, presentations, tables, and other complex documents. Plan and support departmental meetings, events, and other activities. Coordinate catering, room reservations, meeting logistics, and scheduling for faculty, staff, students, and external participants. Process purchasing requests, expenses, invoices, and reimbursement documentation. Procure office supplies, equipment, and other departmental resources. Support office and facilities operations, including space coordination and building or room access. Maintain accurate electronic and physical files, records, and administrative documentation. Research and resolve administrative issues independently whenever possible. Handle confidential and sensitive information with professionalism and discretion. Support multiple individuals and projects while meeting deadlines in a fast-paced environment. Perform other administrative duties as assigned. Required Qualifications Bachelor's degree. At least 3 years of relevant administrative, clerical, executive support, or office coordination experience. Previous experience independently supporting a senior leader or executive. Advanced proficiency with Microsoft Word, Excel, PowerPoint, and Outlook. Proficiency with Google Workspace, including Gmail, Calendar, Docs, Sheets, and Drive. Experience creating, editing, and formatting reports, presentations, tables, correspondence, and other professional documents. Mail merge experience. Strong calendar management, scheduling, and organizational skills. Excellent written and verbal communication skills. Ability to prioritize multiple assignments and work effectively under pressure. Strong attention to detail, judgment, discretion, and problem-solving abilities. Ability and willingness to work fully on-site in Providence, Rhode Island. Preferred Qualifications Experience working in an academic, higher education, research, or professional office environment. Experience with purchasing, expense processing, reimbursements, or financial administration. Experience coordinating events, facilities, office space, or building access. Familiarity with project management tools. Ideal Candidate The successful candidate will be calm, personable, dependable, and highly organized. They will take ownership of their work, anticipate administrative needs, communicate effectively with a variety of stakeholders, and contribute positively as a proactive team member.

Job Type:

Temporary Pay:

$25.00 per hour Application Question(s): Due to regulatory and contractual requirements, this role requires US citizenship or green card holders. Are you a US citizen or green card holder? Are you able to work fully on-site at 85 Waterman Street in Providence, RI, Monday through Friday from 8:30 AM to 5:00 PM? How many years of administrative or executive support experience do you have, including direct support to senior leadership? Do you have a bachelor's degree?

Work Location:

In person