Administrative Coordinator - Data Management

About the role

The Administrative Coordinator provides operational and administrative support to the Data Management organization and its cross-functional stakeholders. The role covers calendar management, meeting coordination, travel logistics, communications management and general operational support, while upholding quality, confidentiality and organizational standards. It reports to the Head of Data Management or a designated functional leader and sits in a fast-paced, cross-functional environment spanning global locations.

Key responsibilities

• Manage individual and team calendars and schedule meetings across multiple time zones using Outlook.
• Coordinate functional processes such as invoicing and purchase orders.
• Arrange local and international travel, prepare expense reports and organize meetings, accommodation and logistics.
• Prepare and support presentations, reports and meeting materials.
• Maintain SharePoint sites and departmental collaboration tools, and keep distribution, contact and personnel lists up to date.
• Manage departmental files, coordinate communications and correspondence, and handle shipment logistics, couriers and distribution.
• Support vendor and outside expert relationships, and resolve operational and logistical issues.

Required profile

• Bachelor's degree with 3 years of administrative/business support experience, or an associate degree/high school diploma with additional relevant experience, or a Master's degree with 2 years of administrative support or operations coordination experience.
• Experience supporting cross-functional teams and senior stakeholders.
• Preferred: 2-5 years in administrative or operations support, experience supporting senior leadership in matrixed or global organizations, and experience with remote teams.

Required skills

• Proficiency with Microsoft Office Suite and enterprise collaboration tools.
• Experience coordinating meetings, travel, expense reporting and operational logistics.
• Strong organizational, communication and confidentiality skills, with attention to detail and accuracy.
• Ability to manage competing priorities in fast-paced environments.