Administrative Coordinator & Executive Assistant Job

The Arkema Group; Mulberry (FL); On-site; USD 48,000 - 62,000; Full time

Job summary

The Arkema Group in Mulberry, FL is seeking an Administrative Coordinator & Executive Assistant to provide high-level support to the CEO/President and other leaders. You will manage calendars, travel, correspondence, and meeting materials, while handling confidential information with discretion.

You will coordinate domestic and international travel, prepare reports, organize records, and assist with departmental projects.

Qualifications

• High School Diploma or equivalent
• Associate degree preferred
• 5+ years of progressive administrative support experience
• Experience supporting senior leaders or executive management
• Experience coordinating meetings, travel arrangements, events, and administrative activities
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other Microsoft 365 apps
• Notary Public certification or ability to obtain within 30 days of employment

Responsibilities

• Manage calendars, appointments, and meeting schedules for assigned leaders
• Coordinate domestic and international travel arrangements, including itineraries and documentation
• Prepare correspondence, reports, presentations, agendas, and meeting materials
• Screen, prioritize, and route incoming communications and requests
• Maintain confidential files, records, and documentation
• Monitor deadlines, follow-up items, and assigned administrative activities
• Assist with gathering information for meetings, presentations, and reports
• Schedule and coordinate meetings, conference calls, and visitor arrangements
• Record meeting notes and distribute action items
• Coordinate conference room reservations, catering, tech, and logistics
• Support meetings, employee engagement activities, training, and events
• Ensure meeting and visitor areas are organized
• Provide administrative support for projects and documentation
• Track project timelines and status
• Assist with department initiatives and processes
• Support development and maintenance of admin procedures
• Recommend process improvements for efficiency
• Serve as a point of contact for customers, vendors, and visitors
• Coordinate communications on behalf of management
• Maintain relationships with internal/external contacts
• Handle sensitive information with discretion
• Prepare and process purchase requisitions, POs, invoices, and expenses
• Maintain departmental records and docs
• Coordinate office supplies and vendor services
• Assist with budget tracking and reporting
• Support office admin activities and records retention
• Use Microsoft 365 apps
• Maintain spreadsheets, reports, databases, presentations, filing systems
• Support document management and retention
• Assist with admin tech and systems improvements
• Recommend workflow improvements
• Other duties as assigned

Skills

Organizational skills

Time management

Communication skills

Multitasking

Confidentiality

Interpersonal skills

Microsoft 365

Independent worker

Proactive

Education

High school diploma

Associate degree (business/office admin)

Tools

Notary Public certification

Job description

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Administrative Coordinator & Executive Assistant Job

Location: Mulberry, FL, United States

Employment Type: Regular

Category: Human Resources

Posting Date: Sep 9, 2026

JOB DIMENSIONS:

• Provides administrative and coordination support to the CEO/President and other leaders as assigned. The position is responsible for managing schedules, coordinating meetings and travel arrangements, preparing correspondence and presentations, maintaining records, and supporting day-to-day administrative operations.
• The role serves as an administrative resource for internal and external stakeholders, helping ensure effective communication, organization, and timely follow-through on assigned activities. This position requires professionalism, attention to detail, sound judgment, confidentiality, and the ability to manage multiple priorities in a fast-paced environment

ACTIVITIES:

• Manage calendars, appointments, and meeting schedules for assigned leaders.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and related documentation.
• Prepare correspondence, reports, presentations, agendas, and meeting materials.
• Screen, prioritize, and route incoming communications and requests.
• Maintain confidential files, records, and documentation.
• Monitor deadlines, follow-up items, and assigned administrative activities.
• Assist with gathering and organizing information for meetings, presentations, and reports.
• Schedule and coordinate meetings, conference calls, and visitor arrangements.
• Prepare meeting materials, agendas, and supporting documents.
• Record meeting notes and distribute action items as requested.
• Coordinate conference room reservations, catering, technology needs, and meeting logistics.
• Support company meetings, employee engagement activities, training sessions, and special events.
• Ensure meeting and visitor areas are organized and prepared.
• Provide administrative support for departmental projects and special assignments.
• Track project timelines, status updates, and follow-up activities.
• Assist with the coordination of department initiatives and administrative processes.
• Support the development and maintenance of administrative procedures and documentation.
• Recommend process improvements that enhance efficiency and organization
• Serve as a point of contact for customers, vendors, and visitors.
• Coordinate communications on behalf of management when requested.
• Maintain effective working relationships with internal and external contacts.
• Handle sensitive and confidential information with discretion and professionalism.
• Prepare and process purchase requisitions, purchase orders, invoices, and expense reports.
• Maintain departmental records and administrative documentation.
• Coordinate office supplies, refreshments, and vendor services.
• Assist with budget tracking and reporting as assigned.
• Support office administration activities and recordkeeping requirements.
• Utilize Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and related software.
• Maintain spreadsheets, reports, databases, presentations, and filing systems.
• Support document management and records retention activities.
• Assist with the effective use of office technology and administrative systems.
• Recommend improvements to administrative workflows and processes.
• Other duties as assigned or as the situation dictates.

SKILLS AND ABILITIES:

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple assignments and deadlines.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and exercise discretion.
• Strong interpersonal and customer service skills.
• Proficiency with Microsoft 365 applications and office technology.
• Ability to work independently and collaboratively.
• Demonstrated initiative, reliability, flexibility, and professionalism.

QUALIFICATIONS/EXPERIENCE REQUIRED

• High School Diploma or equivalent required.
• Associate degree in Business Administration, Office Administration, Communications, or a related field preferred.
• Five (5) or more years of progressively responsible administrative support experience required.
• Experience supporting senior leaders or executive-level management.
• Experience coordinating meetings, travel arrangements, events, and administrative activities.
• Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other Microsoft 365 applications.
• Experience with purchasing, expense reporting, and office administration.
• Notary Public certification required, or must obtain certificate within 30 days of employment.

Who we are? Arkema is a world leader in Innovative Materials for a Sustainable World with the ambition to become a pure Specialty Materials player.

We thrive as One Arkema, comprised of many businesses and brands including Bostik, ArrMaz, and more! and operating with a global reach in 55 countries with more than 20,700 employees. Each one contributes to positioning Arkema as a recognized leader of specialty chemicals and advanced materials, reporting annual sales of €9.1 billion, of which 3.1% allocated to R&D for 1,800 researchers in 17 R&D centers.

If you pursue excellence, love innovation and are inspired by challenges, we encourage you through www.arkema.com to learn more about our values – Solidarity, Performance, Simplicity, Empowerment, and Inclusion – and how we concentrate on advances in bio-based and recyclable materials, new energies, water management, electronic solutions, lightweight materials and design, home efficiency and insulation.

Changing the world requires the right formula. The right formula consists of our innovative and sustainable materials, and you. Join us to develop the materials of tomorrow and make a difference together. What are you made of?

The legal information below pertains specifically to positions posted in the United States, however we strive for diversity, equity and inclusion in all the countries that we hire.
Arkema Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Arkema Inc. complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting and hiring.