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Administrative & Field Support Coordinator at Aveda Institute

Aveda Institute · St. Petersburg, United States Of America · Onsite

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Description

Administrative & Field Support Coordinator Position Summary The Administrative & Field Support Coordinator provides administrative, analytical, and operational support to the Leadership and Field Teams. This role assists with scheduling and coordination of HR interviews, supports cross-departmental projects aimed at improving efficiency, and ensures effective communication and organization across the organization. This position serves as a key connector between leadership, operations, and field staff—helping streamline processes, manage reporting, and maintain consistency across business units. Essential Duties and Responsibilities Administrative Support • Provide executive-level administrative support to the leadership team, including calendar management, meeting coordination, and travel arrangements. • Prepare reports, presentations, correspondence, and meeting minutes. • Maintain accurate files, records, and documentation for leadership and field operations. • Manage supply orders, vendor coordination, and communication for multiple locations. • Handle incoming communication and route calls or messages as appropriate. HR & Field Support • Assist the HR department in coordinating and scheduling interviews for field positions. • Maintain candidate tracking and communicate with applicants and hiring managers. • Support onboarding processes and assist with HR documentation and compliance tracking. • Provide administrative support to field teams, ensuring smooth communication between departments and consistent execution of company policies and procedures. Project Coordination & Process Improvement • Partner with leadership and field management to execute projects that improve operational efficiency and guest experience. • Monitor project timelines, deliverables, and follow-up tasks to ensure completion. • Collect and analyze data to identify opportunities for process improvement across departments. • Assist in preparing reports and performance summaries for leadership review. • Support the development and maintenance of CRM, HR, and reporting systems (e.g., Salesforce, DocuSign, FAME). 

Requirements

Education and Experience

  • Associate or Bachelor’s degree preferred, ideally in Business Administration, Human Resources, or a related field.
  • 2+ years of administrative or project coordination experience required.
  • Experience supporting HR, operations, or field-based teams preferred.
  • Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and comfort with platforms such as Salesforce, DocuSign, and FAME.


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