Administrative Assistant

Client & Administrative Coordinator Position Type: Full-Time Schedule: Monday–Friday, 8:00 AM–5:00 PM Position Overview We are seeking a highly organized, dependable, and professional Client & Administrative Coordinator to support client communication and day-to-day administrative operations. This person will help ensure clients receive timely communication, internal tasks stay organized, documents and project information are properly maintained, and leadership has reliable administrative support across active accounts and projects. Key Responsibilities Serve as a professional point of contact for clients and respond to routine communications. Monitor company email and ensure requests are acknowledged and routed appropriately. Schedule meetings and maintain calendars. Send meeting reminders, follow-ups, and requested documents. Maintain files, folders, portals, and project documentation. Update client and project information in company systems. Track outstanding documents, signatures, information, and other requested items. Follow up with clients and internal team members regarding pending deliverables. Assist with onboarding new clients and organizing their records. Prepare and organize documents, forms, presentations, and other administrative materials. Support RFP and grant-related administrative tasks, including downloading documents, organizing requirements, and preparing materials for the appropriate team member. Maintain the company’s monthly newsletter using the established template and provided updates. Complete assigned administrative tasks by established deadlines. Escalate client concerns, missed deadlines, or important issues to leadership promptly. What We’re Looking For The ideal candidate is extremely organized, detail-oriented, dependable, consistent, professional, and warm when communicating with clients. The candidate should be comfortable following established systems and procedures, managing multiple tasks and deadlines, proactively following up on outstanding items, and working independently. Strong written English and professional email communication are required. Experience with Google Workspace and the ability to learn new software are preferred. The candidate must be able to handle confidential client and company information professionally. What Success Looks Like Success in this position means clients are communicated with promptly, administrative tasks are completed on time, records remain organized, follow-ups do not fall through the cracks, and leadership does not have to chase routine administrative work.