administrative assistant coordinator

Empower IT Group

Job Summary We are seeking a highly organized and motivated Administrative Assistant (ChAoS Coordinator) to join our dynamic team. Are you the kind of person who thrives in a fast-paced environment, juggling multiple tasks while keeping everything (and everyone) on track? Do you enjoy solving problems, talking to clients, and keeping operations running smoothly? If so, Empower IT Group is looking for a ChAoS Coordinator to join our team!What You'll Be Doing:Customer Support &amp; Account Management&middot; Triage IT support ticket (Create, assign, and solve minor IT issues)&middot; Provide back office support for engineering team.&middot; Upsell relevant products and services to existing customers.&middot; Book and coordinate client appointments.&middot; Calls and Emails to existing clients to ensure their needs are met.Administrative Support&middot; Manage supplier relationships, audit invoices, and reconcile with client billing.&middot; Schedule appointments and support general office operations.&middot; Reviewing, editing and submitting quotes/proposals&middot; Managing Our online presence - Reviewing, editing and posting updates&middot; CRM system oversight, management, and maintenanceSales (Additional Commission-Based incentives!)&middot; Opportunity to earn additional income by selling Empower IT Group products and services to new and existing clients.The successful candidate will have: <ul><li>Strong organizational skills with the ability to manage time effectively.</li><li>Experience in customer service or support roles is highly desirable.</li><li>Competence in computer literacy, including typing speed and accurasy.</li></ul>If you are a proactive individual with a passion for organization and customer service, we encourage you to apply for this exciting opportunity as an Administrative Assistant (ChAoS Coordinator)What We're Looking For:&middot; A self-starter who loves keeping things organized and efficient.&middot; Strong phone and email communication skills and a customer-first mindset.&middot; Some experience in admin, customer service, or account management (bonus points for IT knowledge!).&middot; Comfortable with technology and willing to learn new tools quickly.&middot; A problem solver who can think on their feet and adapt to changing priorities.Why Join Empower IT Group?&middot; A fun, fast-paced environment where no two days are the same.&middot; The opportunity to wear multiple hats and build a versatile skill set.&middot; A supportive team that values initiative, problem-solving, and great customer service.&middot; A commission-based sales option for those who want to earn extra!If you&rsquo;re ready to embrace the chaos and make an impact, we want to hear from you! Apply today!Bonus: Include &quot;Chaos Ninja&quot; in your response to one of our screening questions.Job Type: Full-timePay: $15.00 - $20.00 per hourBenefits:<ul><li>Health insurance</li><li>Paid time off</li><li>Professional development assistance</li><li>Referral program</li></ul>Application Question(s):<ul><li>Do you have any experience in IT Support, as an Executive Assistant, or in sales or marketing? Please explain your own unique qualifications for this role.</li><li>This role requires a qualified candidate to have high levels of initiative, attention to detale and to conduct work autonomously. How do you feel your skill set matches this requirement?</li></ul>Work Location: In person

Administrative Assistant (ChAoS Coordinator)

Foundations Counseling, LLC

Administrative Assistant / Appointment CoordinatorFoundations Counseling is a respected Colorado provider of behavioral health services, with five current locations: Fort Collins (2), Loveland (2), and Windsor. Our team of counselors, coaches, and trainers share a reverence for the profession unlike any in the field and believe it is an honor and privilege to be a part of the lives of those who place their care in our hands.Our mission is to provide hope and healing to individuals, couples, families, children, and adolescents who are experiencing psychological, emotional, and relational distress. We believe it is our responsibility to facilitate growth beyond healing. We also believe it is our duty to contribute to, and participate in, the healthy development of our community.Our organization is growing, and we are currently looking to add intelligent and caring leaders that have the drive to serve their communities. The individual in the Administrative Assistant / Appointment Coordinator position will be part of a dynamic and professional team of counselors and operational personnel working side by side.Responsibilities include:Being the voice of the company:<ul><li>Answering all incoming calls from current and potential clients</li><li>Sales of the Foundations brand to new and existing clients</li><li>Match new clients with one of our exceptional therapists, based on the clients presenting issue</li><li>Follow procedures and intake forms to facilitate matching process of new clients</li><li>Phone routing and transferring to appropriate personnel</li><li>Work heavily in our EHR system (Valant)</li><li>Scheduling clients for sessions with our therapists</li><li>Facilitate a heavy call volume inbound and outbound: returning voicemails and follow up inquiries</li><li>Swiftly communicate via phone and email with clients</li></ul>Being the face of the company:<ul><li>Welcoming clients and assisting counselors in our offices</li><li>Providing exceptional customer service to all who walk through our doors, including clients, counselors, managers and teammates</li><li>Maintaining a clean and comforting environment via light cleaning and tidying</li><li>Offering ongoing coaching and clarification to counseling staff on operational systems and procedures</li><li>Other duties as assigned</li></ul>Location: Locations can vary from Ft. Collins to Loveland to Windsor. Hours are dependent on assigned role and location. The primary shifts we are looking to fill are Monday - Friday afternoons / evenings (11:30am - 8:00pm) and Saturdays (9:00am - 5:00pm), although there is some potential flexibility for the optimal candidate.This is a unique opportunity to learn two critical roles with Foundations.To be successful in the position typically requires:<ul><li>Scheduling experience required; scheduling within physical or mental health environment a plus!</li><li>Sales experience with strong closing skills is highly desired and encouraged to apply!</li><li>Experience with any EMR / EHR, we will train on our system (Valant)</li><li>Exceptional communication skills both verbally and written</li><li>Desire to grow with Foundations and seek additional responsibility</li><li>Experience with Microsoft Suite (specifically basic Excel skills, Outlook, and Word)</li><li>High school diploma/GED or above</li></ul>For you:<ul><li>Compensation starting at $17 - $18/hour depending on experience</li><li>The opportunity to work alongside an incredible team</li><li>Opportunities for career growth via regular Professional Development with management</li><li>Great benefits, including Health, Dental and Vision Insurance, and Paid Sick Leave</li><li>Local health club membership discount</li><li>Outstanding company culture</li><li>Robust training period</li></ul>The ideal Administrative Assistant / Appointment Coordinator will be a self-starter, problem solver, independent worker AND team player, self-motivated, driven to meet AND exceed goals, with an exceptional level of follow-through and attention to detail.Job Type: Full-timeSalary: $17.00 - $18.00 per hourBenefits:<ul><li>401(k)</li><li>Flexible schedule</li><li>Health insurance</li><li>Dental Insurance</li><li>Vision Insurance</li><li>Health savings account</li><li>Parental leave</li></ul>Schedule:<ul><li>8-hour shift</li><li>Evening shift: 11:30am - 8:00pm</li><li>Saturdays: 9:00am - 5:00pm</li></ul>Supplemental pay types:<ul><li>Bonus opportunities</li></ul>Experience:<ul><li>Customer service: 2 years (Preferred)</li><li>Sales: 1 year (Preferred)</li></ul>Work Location: Multiple locationsTo apply: Submit resume and cover letter to cb@foundationscounselingllc.comLearn more about Foundations Counseling at https://www.foundationscounselingllc.com/Foundations Counseling, LLC is committed to equal employment opportunity and as such, we hire individuals based on merit and qualifications without any regard to race, creed, color, religion, national origin, sex, age, marital status, sexual orientation, disability, veteran status, or any other illegal consideration.Job Type: Full-timePay: $17.00 - $18.00 per hourBenefits:<ul><li>401(k)</li><li>Dental insurance</li><li>Employee discount</li><li>Flexible schedule</li><li>Health insurance</li><li>Health savings account</li><li>Referral program</li><li>Retirement plan</li><li>Vision insurance</li></ul>Work Location: In person

Administrative Assistant / Appointment Coordinator

Be Well Esthetic

Job Description:Location: Miami, FL (Virginia Gardens)Salary: Competitive Base Pay (Commensurate with experience) + Performance BonusesJob Type: Full-Time (On-site)Company: Be Well Esthetic, Inc.About Us:Be Well Esthetic, Inc. is a premium, high-tech Med Spa located in the Miami area. We specialize in providing exceptional aesthetic treatments and transformative results. We are looking for a highly organized, proactive, and detail-oriented Administrative Assistant to support our management team. If you thrive in a fast-paced clinical environment and excel at operational and financial organization, we want you to join our elite team.Responsibilities:<ul><li>Perform daily financial closing audits and bi-daily banking consolidations using Square and QuickBooks.</li><li>Manage the clinic's inventory within Aesthetic Pro, ensuring accurate deduction of supplies and conducting monthly physical audits.</li><li>Process bi-weekly payroll by calculating hours worked, deducting breaks, and accurately distributing sales commissions and tips.</li><li>Support Human Resources by onboarding new hires, conducting E-Verify checks, and monitoring staff schedules.</li><li>Ensure clinical quality and legal compliance by strictly auditing patient consent forms, treatment evolutions, and progress photos.</li><li>Assist the management team in maintaining the clinic's state licenses and managing OSHA incident reports.</li></ul>Required Qualifications:<ul><li>Experience: Minimum 2 years of administrative experience, preferably in a Med Spa, Medical Clinic, or luxury wellness center.</li><li>Systems Knowledge: Experience with clinic management software (Aesthetic Pro is a huge plus) and financial tools (QuickBooks, Square).</li><li>Bilingual: Fluency in English and Spanish is strictly required.</li><li>Skills: High level of attention to detail, exceptional organizational skills, and strict adherence to compliance and confidentiality protocols.</li><li>Legal authorization to work in the United States.</li></ul>We Offer:<ul><li>Competitive base salary based on experience.</li><li>A collaborative, professional, and structured work environment.</li><li>Employee discounts on Med Spa treatments.</li></ul>Administrative Assistant, Med Spa Administrator, Clinic Coordinator, Medical Receptionist, Operations Assistant, Aesthetic Pro, QuickBooks, Bilingual Admin, Miami JobsJob Type: Full-timePay: $3,000.00 - $6,000.00 per monthWork Location: In person

Administrative Assistant / Operations Coordinator (Med Spa)

Baths R Us

<div></div><div><h3 class="jobSectionHeader">Baths R Us is looking for a highly detail-oriented Production Administrator to support our Installation Department by reviewing customer orders, verifying documentation, and ensuring projects are prepared accurately before ordering and installation.</h3>
This role is ideal for someone who enjoys organized, process-driven administrative work and takes pride in accuracy.
<h3 class="jobSectionHeader">Responsibilities</h3>
<ul><li>Review and verify customer contracts and order paperwork for accuracy
</li><li>Cross-check product selections, measurements, and notes before orders are placed
</li><li>Enter and update order information accurately in internal systems
</li><li>Identify and resolve missing or incorrect information
</li><li>Maintain well-organized records and documentation
</li><li>Support production and ordering processes as needed
</li></ul><h3 class="jobSectionHeader">Qualifications</h3>
<ul><li>Extremely detail-oriented and well-organized
</li><li>Comfortable reviewing contracts, forms, and documentation
</li><li>Enjoys structured, accuracy-focused administrative work
</li><li>Strong communication and follow-up skills
</li><li>Prior administrative, order processing, or coordination experience preferred
</li></ul><h3 class="jobSectionHeader">What We Offer</h3>
<ul><li>Competitive pay
</li><li>Medical, Dental, Vision Insurance
</li><li>401(k) with company match
</li><li>Stable, in-office role with a growing company</li></ul></div>

Administrative Assistant / Production Coordinator

Confidential Company

<div>
 
 Location - Midtown Manhattan - 4 days in-office
 
 
 Typically 9am - 5pm
 
 
 
 
 
 Overview
 
 
 We are seeking a highly organized and detail-oriented
 
 Administrative Assistant/Scheduling Coordinator
 
 to support senior leadership with a primary focus on
 
 interview scheduling and candidate coordination
 
 . This role is critical to ensuring a seamless, professional experience for candidates, clients, and internal stakeholders by managing complex calendars, coordinating interviews across multiple time zones, and maintaining clear, proactive communication.
 
 
 
 
 
 The ideal candidate thrives in a fast-paced environment, is meticulous with details, and excels at juggling priorities while maintaining a polished and professional demeanor.
 
 
 
 
 
 Key Responsibilities
 
 
 Interview Scheduling &amp; Coordination
 
 <ul>
 <li>
 Coordinate and schedule
 
 high-volume interviews
 
 across multiple stakeholders, including executives, hiring managers, candidates, and clients
 </li>
 <li>
 Manage
 
 complex calendars
 
 , often with last-minute changes or competing priorities
 </li>
 <li>
 Schedule virtual, in-person, and multi-round interview processes
 </li>
 <li>
 Handle rescheduling, cancellations, and urgent changes with professionalism and speed
 </li>
 <li>
 Prepare and send interview confirmations, calendar invites, agendas, and logistics
 </li>
 <li>
 Ensure candidates receive timely instructions, links, and directions
 </li>
 </ul>
 
 
 
 
 Process &amp; Coordination Excellence
 
 <ul>
 <li>
 Partner closely with internal teams to align availability and priorities
 </li>
 <li>
 Identify opportunities to improve scheduling workflows and efficiency
 </li>
 <li>
 Maintain a high-touch, white-glove candidate experience
 </li>
 <li>
 Ensure consistency, accuracy, and professionalism in all communications
 </li>
 </ul>
 
 
 
 
 Executive &amp; Administrative Support
 
 <ul>
 <li>
 Provide day-to-day administrative support to senior executives or recruiters
 </li>
 <li>
 Act as a primary point of contact for scheduling-related communication
 </li>
 <li>
 Track interview status and maintain accurate scheduling records
 </li>
 <li>
 Support meeting preparation, follow-ups, and documentation as needed
 </li>
 <li>
 Maintain confidentiality and discretion with sensitive information
 </li>
 </ul>
 
 
 
 
 Requirements
 
 
 2-10+ years of admin and/or scheduling experience
 
 
 Bachelor degree highly preferred
 
 
 
</div>

Administrative Assistant/Scheduling Coordinator - Asset Management Firm (# 3515278)

City of Rapid City

<div><div>This job description outlines the general nature and level of work performed. It is not an exhaustive list of all responsibilities, duties, and skills required.
 
 
Location: Rapid City, SD
 
 
Job Summary: These positions provide administrative and front-line customer support to internal and external stakeholders, including employees, public officials, and members of the general public. Responsibilities vary based on departmental needs and are influenced by incoming phone calls, emails, and walk-up inquiries.
 
 
Essential Duties and Responsibilities &ndash; Administrative Assistant I:
 
<ul><li>Performs front-line administrative support duties.
</li><li>Provides customer service by answering phones, greeting visitors, and directing inquiries to appropriate personnel.
</li><li>Prepares, distributes, and maintains a wide range of communications and records, including website updates, agendas, minutes, policies, procedures, reports, resolutions, ordinances, public service announcements, advertisements, specifications, and statistical data.
</li><li>Assists in tracking critical information such as vouchers, contracts, permits, invoices, grant agreements, certifications, payments, timesheets and program records.
</li><li>Utilizes various tools to manage tasks, schedules, and departmental processes.
</li><li>Orders equipment and supplies, processes purchase orders, and coordinates maintenance and repairs as needed.
</li><li>May serve as payroll timekeeper for a designated work group, division, or department.
</li><li>Assists in maintaining calendars, coordinating logistics for meetings, conferences, and special events, and arranging travel as needed.
</li><li>Handles sensitive information with discretion, maintaining confidentiality at all times.
</li><li>Assists with other requests and projects as assigned, including providing backup coverage for other administrative positions.
</li></ul> 
Essential Duties and Responsibilities &ndash; Administrative Assistant II:
 
<ul><li>Performs all duties of Administrative Assistant I, with added responsibility for departmental coordination and leadership support.
</li><li>Collaborates with department leadership to gather information, update procedures, and recommend service improvements.
</li><li>Coordinates departmental activities, including office operations, records management, and basic accounting tasks.
</li><li>Resolves routine public concerns with professionalism and timeliness.
</li><li>Processes personnel documentation, including payroll and timekeeping records, grievances, vacation and overtime records, and injury reports.
</li><li>Reviews and processes departmental data, such as vouchers, contracts, permits, billing, invoices, grants, certifications, payments, bonds, remittances, and program documentation.
</li><li>Serves as administrative support and liaison to committees, task forces, and special projects, and provides backup coverage for other administrative positions.
</li></ul> 
Essential Duties and Responsibilities &ndash; Administrative Coordinator:
 
<ul><li>Performs all duties of Administrative Assistant I and II.
</li><li>Provides advanced administrative support to leadership, including data analysis, procedure evaluation, and preparation of detailed reports and recommendations.
</li><li>Oversees administrative operations, including staffing coordination, distribution of assignments, bookkeeping, and monthly accounting processes.
</li><li>Resolves complex public concerns, applying sound judgment and a thorough understanding of departmental policies.
</li><li>Serves as a resource for administrative processes and procedures. May mentor other administrative staff.
</li><li>Reviews and interprets critical departmental data, identifies trends, and provides insights and updates with leadership.
</li><li>Assists in budget development and preparation of other fiscal and financial data and records.
</li><li>Leads or coordinates special projects as assigned.
</li><li>Maintains strict confidentiality and exercises discretion in all aspects of work.
</li></ul> 
Qualifications &ndash; Administrative Assistant I:
 
<ul><li>High school diploma or equivalent required.
</li><li>One year of administrative support experience preferred.
</li><li>Knowledge of general office procedures and ability to manage multiple administrative tasks with accuracy and composure.
</li><li>Proficiency in Microsoft Office and other commonly used business software, including web-based systems
</li><li>Strong customer service, interpersonal, time management, and organizational skills.
</li></ul> 
Qualifications &ndash; Administrative Assistant II:
 
<ul><li>Must meet all Admin I requirements. In addition:
</li><li>Two years of administrative support experience required.
</li><li>Associate&rsquo;s degree in business management or related field preferred.
</li></ul> 
Qualifications &ndash; Administrative Coordinator:
 
<ul><li>Must meet all Admin I and II requirements. In addition:
</li><li>Four years of administrative support experience required.
</li><li>Bachelor&rsquo;s degree in business management or related field preferred.
</li></ul> 
Work Environment:
 
<ul><li>This position is primarily performed in a standard office environment and involves a variety of physical activities typical of administrative work. Employees must be able to sit for extended periods while working at a computer or handling phone calls. Occasional standing and walking are required to retrieve documents, attend meetings, or assist walk-up customers. The role involves frequent reaching, bending, and handling of office supplies and equipment, including opening file drawers and accessing overhead storage. Employees should be able to lift and carry items such as boxes of documents or office supplies, typically weighing up to 25 pounds.
</li><li>Manual dexterity is essential for tasks such as typing, writing, filing, and operating standard office machines. Adequate vision and hearing are necessary to read printed and digital materials and to communicate effectively in person and over the phone.
</li><li>The position also requires mobility within and between office spaces, and may occasionally involve off-site travel or extended hours to support meetings or official proceedings. In some cases, employees may be expected to set up and break down meeting spaces, including moving chairs, tables, and presentation equipment.</li></ul></div></div>

ADMIN I, II, OR COORDINATOR

Columbia University

<div><ul><li>Job Type: Officer of Administration</li>
<li>Regular/Temporary: Regular</li>
<li>Hours Per Week: 35</li>
<li>Salary Range: $65,850-$70,000</li>
</ul><div>The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.</div>

Position Summary

The Office of Institutional Equity (OIE) serves as a centralized resource for addressing all reports of discrimination and discriminatory harassment, including reports that involve alleged violations of Title VI and Title VII, reports that involve alleged violations of Title IX and the University&rsquo;s Gender-Based Misconduct Policy, as well as reports that relate to violations of the Protection of Minors Policy. The Office is responsible for reviewing, investigating and managing all incidents from inception through resolution whether the Respondent is a student, faculty, staff member or affiliate.

The Administrative Coordinator will provide administrative and operational support for complaints of protected class discrimination and harassment, retaliation, sex-based harassment, sexual misconduct, stalking, and domestic and dating violence, filed by and against students, employees, faculty, administrators, and third-party affiliates. Triage and respond to sensitive inquiries and reports received in person, online, or by phone from students, faculty, administrators, and family members regarding OIE resources, investigation processes, and university policies in accordance with Family Educational Rights and Privacy Act (FERPA) and departmental guidelines. The Administrative Coordinator reports to the Assistant Director of Operations.

Responsibilities

Administrative
<ul>
<li>Coordinates office software and technology, including case database, Zoom, and Adobe.</li>
<li>Resolves facilities and technology issues.</li>
<li>Creates, edits, and maintains applicable website(s), intranet, policies, and procedures.</li>
<li>Manages, tracks, and updates incident reports and cases. Supports compliance with the Clery Act and NYS 129.</li>
<li>Maintains and regularly audits multiple complex spreadsheets and database records to ensure the highest level of data accuracy and integrity for OIE case tracking and reporting.</li>
<li>Responds to students, faculty, administrators and family members regarding inquiries or other correspondence.</li>
<li>Responsible for compiling files and documents upon request. Prepares correspondence and other case-related materials and conducts file reviews.</li>
<li>Manages all technology for hearings, including submission of hearing transcription.</li>
<li>Assist the Assistant Director of Operations with finance and budget duties, including processing of invoices, expenditures, reimbursements, etc.</li>
</ul>
Operations
<ul>
<li>Facilitates daily incident review meetings including preparing and presenting high-level summaries and other relevant information required to inform incident response.</li>
<li>Communicates with staff across OIE divisions and other stakeholders at a preliminary level to provide case updates, triages, and ensures follow up of reports.</li>
<li>Manages and distributes Access Restriction, Persona Non-Grata, and revocation of alumni privileges notifications to partner offices.</li>
<li>Responds to employee disciplinary record requests and completes background checks while staying in compliance with FERPA and departmental guidelines.</li>
<li>Pulls data and routinely generates and analyzes various reports, including incident reports, case records and other sensitive data.</li>
<li>Manages timely progress and assists in the implementation of projects or initiatives, including staff onboarding, programs, staff training and development, systems implementation, and community events programming.</li>
<li>Additional duties as assigned.</li>
</ul>
Minimum Qualifications
<ul>
<li>A bachelor's degree and/or its equivalent and a minimum of two years in related administrative experience in a university or other complex organization is required.</li>
<li>The incumbent must possess excellent verbal and written communication skills and should have experience and knowledge in drafting legal documents, interpersonal communications, customer service, dealing with ambiguity, program planning, and other organizational skills.</li>
<li>The incumbent must display resourcefulness, discretion, attention to detail, flexibility and the ability to prioritize and manage multiple tasks.</li>
<li>Proficiency in Microsoft Office, Google for Education, Adobe Creative Cloud (Acrobat, Dreamweaver, Illustrator, etc), and other publishing or database software is preferred.</li>
</ul>
Preferred Qualifications
<ul>
<li>Excellent verbal and written communication and organizational skills, good judgment, an appreciation of confidentiality and discretion, and attention to detail.</li>
<li>Candidate must be well organized and able to manage a demanding workload and complex cases in an accurate and timely fashion</li>
<li>Able to communicate effectively in both oral and written form. This position requires the ability to interact positively, constructively, and effectively with professional staff, students, faculty, and organizational stakeholders.</li>
<li>Strong interpersonal, customer service, program planning, and organizational skills required.
 
Resourcefulness, discretion, attention to detail, flexibility, and the ability to prioritize and manage multiple tasks are essential.</li>
<li>Ability to work independently and follow through and handle multiple tasks simultaneously.</li>
<li>Proficiency with MS Office Suite, Google Suite, Maxient, Adobe Acrobat Pro, and other desktop publishing and database software.</li></ul> 


Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.</div>

Administrative Coordinator, Operations Division - Faculty and Staff ADDH

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