Executive Administrative Coordinator

Zohorecruit; Newport News (VA); On-site; USD 42,000 - 62,000; Full time

Job summary

HRCAP seeks an experienced administrative secretary to support the Director of Administration in Newport News, VA. You will assist with meetings, travel, invoices, and document handling to keep the organization efficient and compliant.

Responsibilities include minutes, record-keeping, supplier negotiations, and Canva-based visuals. The role requires discretion, organization, and strong communication across teams.

Qualifications

• Experience as administrative secretary or similar role.
• Proficient in MS Office and back-office software.
• Knowledge of office management and basic accounting procedures.
• Strong research and reporting skills.
• Excellent organizational and time-management abilities.
• Integrity and confidentiality.
• Education: high school diploma with 5 years' experience or Associate degree with 3 years' experience.

Responsibilities

• Plan appointments, annual awards dinner, board meetings, conferences, etc.
• Attend meetings and keep minutes.
• Receive and screen phone calls and redirect them when appropriate.
• Make travel arrangements for executives.
• Handle confidential documents ensuring they remain secure.
• Prepare invoices or financial statements and assist bookkeeping.
• Monitor office supplies and negotiate terms with suppliers for cost efficiency.
• Maintain electronic and paper records; ensure information is accessible.
• Conduct research and prepare presentations or reports.
• Assist Director of Administration.
• Serve as primary contact with Eastern Data and Cobb Technologies.
• Create professional visuals using Canva’s tools, templates, and features.
• Other duties as assigned.

Skills

Organizational skills

Communication skills

Confidentiality

MS Office

Back-office software

Research & reporting

Time management

Negotiation abilities

Education

High school diploma

Associate degree in business administration or related field

Tools

Canva

Job description

HRCAP seeks an experienced administrative secretary to support the Director of Administration in Newport News, VA. You will assist with meetings, travel, invoices, and document handling to keep the organization efficient and compliant.

Responsibilities include minutes, record-keeping, supplier negotiations, and Canva-based visuals. The role requires discretion, organization, and strong communication across teams.