Senior Department Coordinator

NMDP

. Provide high-level administrative, project, and operational coordination support for departments and multiple senior leaders .

Posted 10/20/2026full-timeMinneapolis • Minnesota • United StatesSeniorWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in executive administrative support, project coordination, and stakeholder management, with a strong focus on maintaining controlled documents and managing complex calendars. Proficient in preparing leadership materials and coordinating events with attention to detail and discretion.

Highest-signal resume keywords

Executive Administrative SupportProject CoordinationStakeholder ManagementEvent CoordinationControlled Document Management

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Calendar ManagementTravel BookingExpense ReportingMilestone TrackingRisk ManagementStatus ReportingDocument CreationPresentation FormattingMeeting CoordinationVendor Coordination

Soft Skills

Attention to DetailDiscretionCommunicationPrioritizationConfidentiality

Tools & Technologies

SharePointPCard SystemsMeeting SoftwareDocument Management Systems

Industry Keywords

Administrative SupportProject ManagementEvent AdministrationStakeholder EngagementOperational Coordination

About the role

Key responsibilities & impact

Provide high-level administrative, project, and operational coordination support for departments and multiple senior leaders
Provide executive-level support, including complex calendar management, travel booking, expense report processing, department meeting coordination, and leadership-ready materials
Coordinate department and VP meetings, including scheduling, agendas, logistics, materials, and follow-up actions
Manage internal stakeholder relationships and department communications
Compose, edit, and proofread leadership documents, presentations, reports, letters, and forms
Make and manage travel arrangements and accommodations for Vice Presidents
Manage and submit monthly PCard expense reports to Finance
Own purchase order/request processes and obtain required signatures
Maintain shared department materials and coordinate access to key information
Serve as a subject matter expert for assigned department projects and operational initiatives
Draft and maintain department policies and SOPs
Update email distribution lists, internal org charts, and the department’s SharePoint information space
Prepare staff meeting agendas, take notes, and disseminate information
Assist leadership with tracking expenses against budget lines
Track milestones, action items, risks, and dependencies and provide routine status reporting
Support conferences and events, including venue coordination, attendee logistics, catering, invoices, documentation, and follow-up
Manage controlled documents through creation, review, approval, publishing, and retirement

Requirements

What you’ll need

Associate’s degree (AA); equivalent combination of education and relevant experience may be considered
Minimum of 3+ years of related experience serving as a department SME, coordinator, or executive/administrative support role
Experience supporting multiple senior leaders
Knowledge of executive administrative support practices, including complex calendar management, travel booking, and expense reporting processes
Knowledge of project coordination practices, including milestone tracking, risk/issue management, and status reporting
Knowledge of stakeholder management and professional communications
Knowledge of conference/event administration fundamentals, including venue, catering, logistics, and vendor coordination
Knowledge of controlled document lifecycle practices
Ability to proactively manage executive calendars, prioritize conflicts, coordinate across time zones, and prepare leaders
Ability to create and format meeting materials and presentation decks accurately
Ability to manage multiple priorities with accuracy and discretion
Ability to handle confidential and sensitive information
Ability to prepare milestone, risk, and status updates
Ability to coordinate events end-to-end, including vendor communications and post-event reconciliation
Ability to maintain controlled documents with attention to detail and version control
Bachelor’s degree preferred

Benefits

Comp & perks

Medical benefits
Dental benefits
Vision benefits
Life insurance
Disability benefits
Accident/critical illness/hospital benefits
Well-being benefits
Legal benefits
Identity theft benefits
Pet benefits
Retirement plan
Paid time off and holidays
Leave benefits
Incentive plans for eligible employees
Hybrid work arrangement