Administrative and Event Coordinator

Maxonic maintains a close and long-term relationship with our direct client. In support of their needs, we are looking for an

• Act on behalf of the Exec Director Industry Relations and Exec Director of Catalyst, and the IRDH Office in regard to establishing priorities and identifying and resolving problems that are administrative in nature.
• Independently schedule regular meetings for the IRDH Team, and multiple external collaborations.
• Schedule speakers, rooms, and equipment. Prepare documents and make any other arrangements as necessary to ensure successful outcomes. Attend meetings as requested to set up equipment and/or distribute materials.
• Maintain an efficient and appropriate archival system for all meetings and project materials.
• Provide support for other meetings, forums, retreats, multi-day courses, advisory boards, and events hosted by the IRDH Office.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Oversee and/or process a variety of complex financial transactions. Produce, monitor, and reconcile budget reports. Research, identify, and resolve discrepancies. Submit and track purchase requisitions, vendor agreements, and invoices. May assist with capital or special equipment requests and/or vendor selection.
• Compose and draft documents and correspondence for presentations, course handouts, conferences, seminars, and reports. Perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and coordinate office moves and/or space and equipment needs for the expanding team.
• Schedule and coordinate interview schedules.
• Provide support ordering and maintaining supply and material inventory.
• Create complex reports and spreadsheets which may utilize specialized software and systems.
• Interpersonal and communication skills to work with physicians, faculty, staff and students with tact and diplomacy.
• Fantastic written skills, ensuring the purpose/main ideas/thesis is always clearly stated in documents.
• Advanced computer skills and demonstrated experience with office software and email applications. Familiarity with both a MAC and PC. Must be proficient with Word, Excel, PowerPoint, Outlook, Google Suite, and ability to use various online software tools (e.g., Lucidchart, Mural, etc.)
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Polished verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, set goals and expectations, and meet deadlines. Effectively communicating variance to deadlines or expectations, when necessary.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Project management skills to ensure deadlines are met. Understanding of the demands of executive level positions and the ability to meet these demands with tact and diplomacy.
• Takes precaution and understands the importance of projects/tasks that may be under privacy and/or a Non-Disclosure Agreement (NDA)
• Advanced gathering skills and interrogation skills
• Ability to work independently – self-started and proactive
• Excellent, communication, conflict management, collaboration and influence skills

• High school diploma and four years of administrative experience, or combination of education and relevant experience.
• Two-year college degree or greater highly preferred.