Jobs via Dice
Admin Coordinator – Senior
Job Type:
Contract (12 Months)
Location:
Madison, WI
The Senior Administrative Coordinator delivers comprehensive administrative support to the Madison Device Manufacturing Site, engaging with all levels of management across the organization. This role is responsible for overseeing and managing key administrative processes and functions, while providing direct support to Site Leadership. The position contributes to project support and ensures the seamless execution of day-to-day administrative operations.
Responsibilities
Support Site Leadership with administrative tasks, including calendar management, travel coordination, and ad‑hoc requests.
Coordinate meetings for Site Leadership, such as RTB and Global Internal Manufacturing Leadership Meetings.
Assist in hiring new personnel—setting up interviews, IT onboarding, site orientation, and workspace setup.
Manage and maintain the SharePoint site for Internal Global Manufacturing Madison and other key communication channels.
Handle general office administration: post, courier services, stationery, vendor management, and mail distribution.
Welcome visitors to the office with a polite and professional manner.
Control supply stocks and budget.
Book and organize meeting rooms and catering for on‑site meetings.
Utilize Concur for travel and expense support for Site Leadership.
Reconcile monthly P‑Card statements.
Facilitate and schedule site‑wide training initiatives, maintaining attendance records.
Create and manage surveys using SurveyMonkey or Microsoft Forms.
Coordinate furniture and equipment orders and online portal for remote workers.
Work with Facilities to manage and coordinate support requests.
Provide administrative support to other functions in Madison as required.
Collaborate with Site Leadership on events and Madison activities as they arise.
Serve as a coordinating leader for company initiatives (CSR, ESG, Social Committee, etc.).
Minimum Requirements
BS/BA in a relevant subject area or equivalent business/administrative experience.
10 years of experience in a similar role, supporting a department at Director level or higher.
Preferred Skills & Qualifications
Comprehensive administrative and organizational skills with thorough knowledge of standard office procedures.
Ability to handle confidential information with discretion and maintain a consistent professional demeanor.
Proficiency with IT systems, including teleconferencing platforms, to support daily operations.
Advanced proficiency in the Microsoft Office Suite.
Working knowledge of SharePoint and Visio is an advantage.
Strong written and spoken English communication skills.
Excellent communication, interpersonal and problem‑solving skills.
Resourceful and proactive approach to resolving issues.
Ability to prioritize and manage multiple tasks efficiently, meeting deadlines with minimal supervision.
Flexible work ethic and commitment to delivering best‑in‑class service.
Professional, positive, energetic, and approachable presence in all engagements.
Seniority Level Mid‑Senior level
Employment Type Full‑time
Job Function Administrative
Industries Software Development
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Contract (12 Months)
Location:
Madison, WI
The Senior Administrative Coordinator delivers comprehensive administrative support to the Madison Device Manufacturing Site, engaging with all levels of management across the organization. This role is responsible for overseeing and managing key administrative processes and functions, while providing direct support to Site Leadership. The position contributes to project support and ensures the seamless execution of day-to-day administrative operations.
Responsibilities
Support Site Leadership with administrative tasks, including calendar management, travel coordination, and ad‑hoc requests.
Coordinate meetings for Site Leadership, such as RTB and Global Internal Manufacturing Leadership Meetings.
Assist in hiring new personnel—setting up interviews, IT onboarding, site orientation, and workspace setup.
Manage and maintain the SharePoint site for Internal Global Manufacturing Madison and other key communication channels.
Handle general office administration: post, courier services, stationery, vendor management, and mail distribution.
Welcome visitors to the office with a polite and professional manner.
Control supply stocks and budget.
Book and organize meeting rooms and catering for on‑site meetings.
Utilize Concur for travel and expense support for Site Leadership.
Reconcile monthly P‑Card statements.
Facilitate and schedule site‑wide training initiatives, maintaining attendance records.
Create and manage surveys using SurveyMonkey or Microsoft Forms.
Coordinate furniture and equipment orders and online portal for remote workers.
Work with Facilities to manage and coordinate support requests.
Provide administrative support to other functions in Madison as required.
Collaborate with Site Leadership on events and Madison activities as they arise.
Serve as a coordinating leader for company initiatives (CSR, ESG, Social Committee, etc.).
Minimum Requirements
BS/BA in a relevant subject area or equivalent business/administrative experience.
10 years of experience in a similar role, supporting a department at Director level or higher.
Preferred Skills & Qualifications
Comprehensive administrative and organizational skills with thorough knowledge of standard office procedures.
Ability to handle confidential information with discretion and maintain a consistent professional demeanor.
Proficiency with IT systems, including teleconferencing platforms, to support daily operations.
Advanced proficiency in the Microsoft Office Suite.
Working knowledge of SharePoint and Visio is an advantage.
Strong written and spoken English communication skills.
Excellent communication, interpersonal and problem‑solving skills.
Resourceful and proactive approach to resolving issues.
Ability to prioritize and manage multiple tasks efficiently, meeting deadlines with minimal supervision.
Flexible work ethic and commitment to delivering best‑in‑class service.
Professional, positive, energetic, and approachable presence in all engagements.
Seniority Level Mid‑Senior level
Employment Type Full‑time
Job Function Administrative
Industries Software Development
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