Administrative Coordinator

 

ROLE DESCRIPTION   

The Administrative Coordinator provides core essential administrative support to individual(s) or a team/function, helping ensure day-to-day operations run smoothly and efficiently. This role works across multiple entities within the Pivotal ecosystem and supports team coordination, focusing on calendar and meeting management travel coordination, and expense reporting. The role requires high attention to detail, reliability, and service-oriented mindset in supporting others. 

This role is expected to have a duration of 12 months.

 

ROLE RESPONSIBILITIES 

Calendar & Meeting Management  

• Manage complex calendars across multiple time zones, ensuring accuracy, clarity, and alignment with priorities. 

• Schedule, update, and coordinate meetings across teams and regions, proactively identifying and resolving conflicts. 

• Prepare calendars to support effective use of time, including sequencing meetings, holding time as needed, and aligning logistics. 

• Ensure meeting details are accurate, including links, locations, and participant lists. 

Travel Coordination  

• Coordinate end-to-end travel arrangements, including flights, lodging, ground transportation, and meeting logistics. 

• Prepare clear, concise travel itineraries and proactively manage changes or disruptions. 

• Coordinate travel across regions and time zones, ensuring alignment with schedules and business needs. 

Expense Management  

• Review, reconcile, and submit monthly expense reports in Workday for assigned teams. 

• Ensure expenses are accurately documented, compliant with policy, and submitted on time. 

• Track outstanding receipts and follow up as needed to maintain timely and accurate reporting. 

Perform other job-related duties as assigned. 

 

CORE COMPETENCIES  

To perform this role successfully, individuals must demonstrate the skills and behaviors aligned with our Pivotal Principles that define what success looks like across all roles. These competencies reflect the expectations for how we work together, lead, grow, and deliver impact for all employees regardless of function or level. 
 

Build and Maintain Trust 

Act with integrity and foster an inclusive and collaborative work environment. 

• Is Inclusive – Advance a culture of equity and belonging. 

• Act with Integrity – Tell the truth, take responsibility for your actions, meet your commitments, and act ethically. 

• Collaborate – Build trusting relationships and treat people with dignity and respect. 

 

Drive Impact 

Deliver high-quality work that is aligned with Pivotal Strategic Initiatives. 

• Solve Problems – Identify issues and seek diverse perspectives to develop potential solutions. 

• Propel Work Forward – Take initiative, prioritize work appropriately, and complete work on time. 

• Center Stewardship – Use resources responsibly, consider and mana