Administrative Coordinator – Temporary
Circle 4 Marketing, LLC
Administrative Coordinator
University of Tennessee College of Arts & Sciences
full-time
Posted on:
Location: Tennessee • 🇺🇸 United States
Visit company websiteJob Level
Mid-LevelSenior
About the role
- Provide executive-level administrative support to multiple ORIED leaders as part of the Shared Administrative Services team
- Scheduling support: calendar/time management, scheduling meetings with multiple executive attendees, prioritizing requests, and monitoring schedules
- Meeting support: plan, coordinate, and manage logistics for internal and external meetings (in-person and virtual), including catering, room reservations, parking, and technology setup
- Travel support: plan and schedule travel, complete registrations and reservations, process travel reimbursements
- Communication support: draft correspondence, prepare agendas and itineraries, serve as point of contact for attendees
- Team support: coordinate routine tasks, database entry, report updates, and shared resource management
- General office support: liaise with RFA team on budgets, accounts, contracts, supplies, HR issues, and budget charge reviews
- Event planning and execution: identify/reserve venues, coordinate catering and transportation, manage audiovisual needs, and provide on-site event management
- Team improvement: analyze information, recommend process changes, and share best practices
- Other duties as assigned, including temporarily assuming additional administrative duties during vacancies
Requirements
- Education: High School diploma or GED
- Experience: Five years of experience as an administrative assistant in an office environment
- Experience: any level of event planning experience
- Exceptional customer service approach to interactions with UT faculty, staff, executives, and external guests
- Commitment to supporting the workload of the entire team in a positive, equitable, and flexible manner
- Strong personal initiative to proactively manage assigned tasks and meet deadlines under minimal supervision
- Excellent organizational skills and attention to detail
- Ability to multi-task and prioritize assignments
- Professional writing and proofreading skills
- Proficiency with the Microsoft Office software suite, especially Outlook
- Professional integrity, including a thorough understanding of confidentiality
- Preferred: Associate’s or Bachelor’s Degree
- Preferred: Certified Administrative Professional (CAP) credential
- Preferred experience: supporting executives or senior administrators; experience in an academic environment
