Job Description


Summary:

The Administrative Coordinator provides high-level administrative and operational support to the Chief Human Resources Officer (CHRO), Chief Legal Officer (CLO), and Chief Financial Officer (CFO), along with their respective teams. This versatile professional plays a critical role in managing executive schedules, supporting key processes and coordinating key departmental activities.

In addition to executive support, the coordinator will assist the Corporate Human Resources Team, serve as the Learning Management System (LMS) Administrator, and facilitates Corporate Associate Engagement Activities. The role also includes responsibilities for legal vendor billing, and support for finance-related documentation and compliance.

This individual must possess strong time management, attention to detail, and collaboration skills to ensure efficient, proactive, and highly confidential support across all functions. This position reports directly to the Chief Human Resources Officer, with dotted-line support to the Chief Legal Officer and Chief Financial Officer.

RESPONSIBILITIES




Responsibilities


· Executive Support (40%)

­ Manage dynamic calendars for CHRO, CLO, and CFO with additional support to their direct reports

­ Prepare and submit detailed and accurate expense reports

­ Draft, review, and proofread communications, presentations, and documents

­ Compile executive reports and analytics as needed

­ Prepare meeting agendas and materials; take and distribute minutes with follow-up actions

­ Serve as point of contact for internal and external stakeholders interacting with executives

­ Support invoice tracking, routing, and follow-up

­ Maintain digital and paper filing systems with supporting documentation

­ Provides administrative and material support for Board of Directors and associated Committee meetings

· Board of Directors Support (5%)

­ Provides administrative support to CLO in their Corporate Secretarial duties

­ Supports CHRO, CLO and CFO with board and committee material development and maintenance

­ Partners with other administrative professionals to address other board related needs

· Legal Vendor Management & Billing (10%)

­ Maintain a centralized log of all active legal vendors and contracts

­ Track vendor compliance with billing guidelines and rate agreements

­ Review, process and reconcile invoices from legal vendors; ensure accuracy and alignment with service terms

­ Coordinate with Accounts Payable and Legal team to ensure timely payments and dispute resolution

­ Monitor legal spend and assist with monthly and quarterly budget tracking

­ Support implementation and maintenance of any e-billing platforms or tools

· Talent Development Team Support (20%)

­ Administer Anniversary and Promotion recognition processes

­ Support Corporate Associate onboarding logistics

­ Prepare materials for training, talent reviews, and executive communications

­ Coordinate with executives on talent-related presentations (e.g., Talent Profiles, Thank You notes)

· Corporate Office Associate Appreciation (5%)

­ Provide administrative support for Corporate Engagement and Pre-Shift Planning Teams

­ Order and coordinate logistics for company-provided lunches and events

­ Take and distribute meeting notes; track follow-up items and deliverables

­ Coordinate logistics and materials for both in-person and virtual team events

· Learning Management System (LMS) Administrator (20%)

­ Act as a subject matter expert for the LMS, providing guidance and troubleshooting to ensure smooth learning experience for all associates

­ Serve as primary administrator for LMS (Infor), handle end-user issues, testing, and upgrades

­ Load, update, and manage learning content and courses

­ Create and distribute compliance reports and learning dashboards

­ Maintain issue logs and escalate with LMS vendors as needed



    Other Information

    CRITICAL

    SKILLS
    AND ABILITIES

    · Ability to maintain confidentiality and manage sensitive information discreetly

    · Excellent organization, prioritization, and multi-tasking skills

    · Strong attention to detail and follow-through

    · Executive-level communication (verbal and written)

    · Advanced time management and collaboration across departments

    · Proactive mindset with curiosity, creativity, and continuous improvement focus

    · Strong interpersonal skills with a desire to help others thrive



    EDUCATION/EXPERIENCE

    · Expert-level proficiency in Microsoft 365 (Outlook, Excel, Word, PowerPoint)

    · Previous Executive Assistant experience supporting senior leaders required

    · Demonstrated knowledge and expertise using technology to execute key processes

    · Familiarity with contract management and billing systems is a plus

    · Active Notary Public commission required in the state of Indiana; employer will support certification if needed


      Location Code: A75

      Important Notes

      Hourly

      Application Instructions

      Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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