Administrative Coordinator/Senior Administrative Coordinator

Global Roles; Washington, Northern (District of Columbia, KY); Hybrid; USD 70,000 - 105,000; Full time

Job summary

The IMF Finance Department (FIN) seeks a highly skilled Senior/Administrative Coordinator to provide proactive administrative support to the Financial Operations and Reporting Division (FR). The role includes managing complex calendars, organizing events, and supporting management decision-making under tight deadlines.

Responsibilities include coordinating across teams, training junior staff, and ensuring compliance with Fund policies and Board documentation requirements.

Qualifications

• High school diploma or equivalent.
• 6+ years of relevant experience; 2+ years in a lead role.
• Strong knowledge of Fund policies and admin processes.
• Proficiency in Fund systems: PeopleSoft FINPROD, HRPROD, Workday, CRS, Nexus, Plunet, BCMS and MS 365.
• Excellent organizational and communication skills with attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Discretion and professionalism handling sensitive information.
• Willingness to work flexible hours and overtime on short notice.
• Must have passed the IMF Office Assistant Exam.

Responsibilities

• Provide direct administrative support to senior staff, manage calendars, track deliverables.
• Coordinate across teams and with external stakeholders with diplomacy.
• Lead administrative operations and train junior staff.
• Organize meetings, seminars, conferences, and events with logistics and materials.
• Monitor and disseminate information and action items with discretion.
• Prepare and maintain records and Board documentation; ensure templates are used.
• Prepare routine reports and dashboards to support management decisions.
• Format financial statements and Board papers with minimal guidance.
• Promote and apply AI tools to improve workflows.
• Adapt to evolving priorities and provide backup support as needed.

Skills

Calendar management

Diplomacy

Multi-tasking

Time management

Relationship management

Education

High school diploma

IMF Office Assistant Exam

Tools

PeopleSoft FINPROD

HRPROD

Workday

CRS

Nexus

Plunet

BCMS

Microsoft 365

Outlook

Teams

SharePoint

Word

Excel

PowerPoint

Planner

AI productivity tools

Job description

The Finance Department (FIN) at IMF is seeking a highly skilled and adaptable Senior/Administrative Coordinator to provide proactive administrative support to the Financial Operations and Reporting Division (FR). The role involves managing complex calendars, coordinating divisional activities, organizing events, and supporting management decision-making under time-sensitive deadlines.

Responsibilities

• Provide direct administrative support to senior staff including managing complex calendars, tracking deliverables, and monitoring action items.
• Coordinate and collaborate across teams within the office, divisions, Front Office, other departments, and external stakeholders with diplomacy and sound judgment.
• Lead administrative operations of the office and train junior support staff to ensure business continuity.
• Organize meetings, seminars, workshops, conferences, and other events including scheduling, logistics, material preparation, and coordination with participants and speakers.
• Monitor, prioritize, and disseminate information and action items with discretion.
• Identify and address compliance issues in documents and correspondence and advise staff on Fund procedures and Board documentation requirements.
• Prepare, organize, file, retrieve, and maintain records and documents in physical and electronic repositories.
• Maintain and analyze information from Fund systems and databases, prepare routine reports and dashboards, and support management decision-making.
• Format the Fund's financial statements and Board papers with minimal guidance.
• Promote and apply responsible and effective use of AI and other productivity tools to enhance administrative workflows and service delivery.
• Adapt to evolving priorities and manage administrative responsibilities with minimal supervision.

Requirements

• Completion of a high school diploma or equivalent.
• Minimum of six (6) years of relevant experience, with at least two (2) years in a lead role for external candidates.
• Strong knowledge of Fund policies, practices, procedures, and administrative processes.
• Ability to coordinate and collaborate effectively across teams and with external stakeholders, exercising diplomacy, tact, sound judgment, and emotional intelligence.
• Demonstrated proficiency in Fund systems and applications including PeopleSoft FINPROD, HRPROD, Workday, CRS, Nexus, Plunet, BCMS, and Microsoft 365 applications.
• Strong understanding of document preparation processes, including advanced experience with Board documentation production and Fund templates.
• Strong proficiency in Microsoft 365 tools including Outlook, Teams, SharePoint, Word, Excel, PowerPoint, Planner, and AI-enabled productivity tools.
• Exceptional organizational and communication skills with strong attention to detail and ability to deliver high-quality work under tight deadlines.
• Ability to manage multiple competing priorities effectively in a fast-paced environment.
• Demonstrated sound judgment, discretion, and professionalism in handling sensitive information.
• Strong interpersonal, client-service, and relationship-management skills.
• Proven ability to work independently and contribute to a collaborative team environment.
• Flexibility and willingness to adapt to changing priorities and provide backup support as needed.
• Ability to anticipate needs, adapt communication styles, and proactively identify solutions.
• Willingness to work flexible hours and overtime at short notice when required.
• Candidates must have passed the IMF Office Assistant Exam.
• Only candidates residing in the Washington DC metro area will be considered.

Skills

• Fund Policy Knowledge
• Administrative Processes Support
• PeopleSoft FINPROD
• Workday
• CRS system
• Nexus system
• Plunet system
• BCMS system
• MS Office 365
• Board documentation preparation
• Document Production
• Outlook
• Teams
• SharePoint Development
• Word
• Excel
• Power Point
• Planner
• AI Productivity Tools
• Calendar Management
• Event Coordination
• Client-service skills
• Relationship Management
• Handling Sensitive Information
• Multi-tasking Skills
• Time Management

Languages

English