Administrative Coordinator

We are seeking an Administrative Coordinator to support day-to-day team operations and ensure meetings, information, and follow-up activities stay organized in Seattle, Washington. This long-term contract role is well suited for a detail-oriented professional who can manage multiple priorities and use digital tools to improve efficiency. The position will play a key role in maintaining accurate records, coordinating internal events, managing schedules and communications, and keeping important documents and action items accessible and organized for the team.

Responsibilities:

Participate in recurring team meetings, capture key discussion points, and convert conversations into organized notes, documented decisions, and clearly assigned next steps using approved transcription and AI-enabled tools.

Distribute timely, easy-to-reference meeting summaries and track outstanding action items, escalating recurring delays or unresolved issues to leadership as needed.

Build and maintain a well-structured SharePoint environment, including consistent naming conventions, metadata standards, logical file organization, and version control.

Regularly review and update document repositories to improve usability, remove outdated materials, and promote consistent team adoption of filing and information management practices.

Develop clear, user-friendly guidelines to help team members consistently store, locate, and manage files as the department grows.

Serve as a primary resource for staff needing assistance with document retrieval, filing, scheduling, or general administrative support.

Leverage Microsoft Copilot, Copilot Studio, and other approved tools to support summarization, drafting, tagging, information retrieval, and routine workflow automation while identifying opportunities for process improvement.

Manage internal team events by coordinating schedules, invitations, agendas, room setup, vendor communication, catering orders, and post-event follow-up documentation.

Provide backup support to other business operations team members and assist with additional administrative functions, including calendar management, inbound call support, and other office-related needs.