Administrative Coordinator

Dore Partnership; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

Dore Partnership in New York is seeking an Administrative Coordinator to provide high-quality administrative, operational, and logistical support to the search team and the broader office. You will help ensure smooth daily operations and coordinated activities across multiple consultants.

This hands-on role involves travel planning, meeting logistics, CRM data management, office provisioning, and guest services.

Qualifications

• 3+ years of admin support to multiple consultants.
• Strong travel and event logistics coordination.
• Experience with CRM systems and calendar management.
• Ability to handle confidential information with discretion.
• Comfort with AI tools to improve workflows.

Responsibilities

• Coordinate domestic and international travel arrangements for consultants and bookings.
• Oversee end-to-end meeting coordination across audiences and manage calendar conflicts.
• Tag meetings to CRM system and update contact information as needed.
• Organize and track business development activities and expenses.
• Manage in-house lunch orders for meetings with external guests and expense reimbursements.
• Assist guest experience: check-in, greet, escort, and room setup between meetings.
• Maintain office and kitchen operations: restock supplies, coordinate groceries, and keep workspace tidy.

Skills

Administrative coordination

Travel logistics

Calendar management

Vendor liaison

Discretion

Client interaction

Tools

CRM system

Expense software

Job description

Mission of the Role

The Administrative Coordinator role exists to provide high-quality administrative, operational, and logistical support to the search team and broader office. This individual will ensure smooth daily operations and consistent coordination across multiple consultants. They will also play a key role in maintaining an efficient, welcoming, and well-run office environment.

Key Responsibilities

Administrative & Team Support

• Coordinate domestic and international travel arrangements for your consultants, ensuring accurate itineraries and timely bookings.
• Oversee end-to-end meeting coordination across audience types (business development, consultant/candidates, internal) - from scheduling and calendar management to securing conference rooms or off-site locations and ensuring all logistics are in place. Proactively flag and manage calendar conflicts.
• Tag external meetings to CRM system with accuracy and timeliness, coordinating with search coordinator function where needed.
• o Ex: business development, networking meeting, candidate assessments, etc.
• Add / update contact information of external parties to CRM system.
• Organization and tracking of business development activity
• Manage in-house lunch orders for meetings with external guests - including ordering, setting up, and cleaning up afterward.
• Collect, organize, and process weekly receipts for expense reimbursements, ensuring timely submission, accurate coding, and compliance with internal policies.

Guest Management & Internal Operations

• Assist the full guest experience for said consultants by coordinating security check-in, greeting visitors, escorting them to conference rooms, and ensuring rooms are properly set up and reset between meetings.
• Help maintain office and kitchen operations by conducting regular check-ins, restocking supplies, coordinating groceries and occasional catered lunches, and ensuring a clean, organized workspace as needed.

Who You Are

• You have 3+ years of experience providing administrative support to multiple consultants and are adept at coordinating complex travel and event logistics while maintaining seamless organization across competing demands.
• You are energized by a fast-paced, hands-on environment and are comfortable being on your feet throughout the day, moving around the office to support shifting needs.
• You are personable, professional, and comfortable interacting with individuals at all levels, including external senior executives and C-suite leaders, while serving as a go-to resource for support and solutions.
• You are AI-forward and interested in using or learning AI tools to enhance efficiency and streamline workflows.
• You maintain discretion, handle confidential information responsibly, and demonstrate strong judgment.