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Senior Administrative Coordinator

2 months ago

Irvine, California, United States Virtual Full time

Job Summary:

The Senior Administrative Coordinator will provide comprehensive administrative support to senior executives and contribute to the efficient operation of the office. This role requires exceptional organizational skills, attention to detail, and the ability to handle confidential information. The ideal candidate will be proactive, resourceful, and adept at managing multiple tasks in a fast-paced environment.

Key Responsibilities:

  • Executive Support: Manage executives' calendars, schedule meetings, and arrange travel. Prepare and edit correspondence, reports, and presentations. Serve as a point of contact between executives and internal or external stakeholders.
  • Office Administration: Oversee daily office operations, including managing supplies, coordinating office maintenance, and handling mail and communication. Implement and streamline office procedures to enhance efficiency.
  • Communication: Handle and prioritize incoming communications, including phone calls, emails, and mail. Draft and distribute internal and external communications as needed.
  • Event Planning: Organize and coordinate company events, meetings, and conferences, including managing logistics, coordinating with vendors, and overseeing on-site arrangements.
  • Document Management: Maintain and organize files, records, and documentation. Ensure accurate and timely processing of documents and reports.
  • Team Collaboration: Support and collaborate with other administrative staff to ensure seamless office operations. Provide guidance and mentorship to junior administrative team members.
  • Confidentiality: Handle sensitive information with discretion and maintain strict confidentiality.

Qualifications:

  • A bachelor's degree in Business Administration, Office Management, or a related field is preferred.
  • 5+ years of experience in an administrative role, with a proven track record of supporting senior executives or management teams.
  • Demonstrated experience in managing complex schedules, coordinating meetings, and handling confidential information.
  • Excellent organizational, time-management, and multitasking skills.
  • Strong written and verbal communication abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Ability to work independently, take initiative, and collaborate effectively with team members.