Administrative Specialist

Our Automotive client is seeking a Administrative Specialist / Project Coordinator to join their team for the next 3 months, role will be ongoing for the right fit. This role is 40 hours/week.

This role is hybrid with 4 days onsite in Torrance, CA.

Role Summary

The Administrative Specialist / Project Coordinator will serve as the central point of coordination and administrative support for a dynamic project management group. This role ensures seamless operations, effective communication, and cross-functional alignment. Ideal candidates are highly organized, proactive, and thrive in fast-paced environments while balancing core administrative tasks with advanced coordination responsibilities.

Top Must-Have Skills

• Executive Support Expertise: 5+ years of experience managing calendars, meetings, and confidential information for senior leaders.
• Project Coordination: Proven ability to facilitate cross-functional collaboration, track deliverables, and maintain momentum on complex initiatives.
• Technical Proficiency: Advanced skills in Microsoft Office Suite (PowerPoint, Excel, Word) and MS Project.

Additional Qualifications
Bachelor's degree in Business Administration or related field.

Exceptional communication skills and a customer service-focused mindset.

Strong organizational and multi-tasking abilities with attention to detail.

Positive, proactive attitude and problem-solving approach.

Ability to manage sensitive information with discretion.

Experience with SharePoint site management and creative deliverable review processes.

Familiarity with budget tracking, invoice processing, and PO management.

Responsibilities
Manage executive calendars, schedule meetings, and coordinate appointments.

Prepare agendas, take meeting minutes, and follow up on action items.

Draft, edit, and proofread correspondence, reports, and presentations.

Serve as liaison between executives and internal/external stakeholders.

Oversee and maintain internal SharePoint site for accurate and accessible information.

Facilitate communication and collaboration across cross-functional teams.

Collect and organize materials from internal groups and subsidiaries to meet deadlines.

Manage creative deliverable review process with external partners.

Assist with budget tracking, invoice processing, and purchase order management.

Coordinate logistics for internal and external meetings, conferences, and events.

Ensure smooth execution of events, including venue booking, catering, and equipment setup.

In this position, you may have access to client or customer systems, confidential and/or proprietary information or data. This position is onsite and requires you to work closely with other individuals in a collaborative team environment.

Benefits
Creative Circle's Freelance Employee benefits package includes eligibility for Minimum Essential Coverage (MEC) medical plan, dental/vision/term life package, discount prescription program, critical illness, accident, tele-behavioral health, and 401(k) plan. Sick leave is provided to Candidates whose assignment work location is in a state or city subject to sick leave laws. A Minimum Value (MV) PPO medical plan, Employee Stock Purchase Plan, and paid holiday eligibility are based on length and dates of service.

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Meggan Sharma - Recruiter, National Delivery

For Creative Circle to represent you for this opportunity, you must be currently authorized to work in the United States without the need of employer sponsorship for a non-immigrant visa such as a H-1B, TN, or O visa. We do not support or provide training for STEM/OPT programs. Additionally, you must be physically located in and perform the work for our client in the United States.

This job was first posted by Creative Circle on 11/12/2025 and applications will be accepted on an ongoing basis until the position is filled or closed.

Creative Circle is an Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity or expression, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, or any other characteristic protected by law. Creative Circle will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable state and local law, including but not limited to the Los Angeles County Fair Chance Ordinance, the San Francisco Fair Chance Ordinance, and the California Fair Chance Act. If you need a reasonable accommodation in the application process, please contact your Recruiter (the person you'll be interviewing with) or a member of our Human Resources team to make arrangements. United Healthcare creates and publishes the Transparency in Coverage Machine-Readable Files on behalf of Creative Circle.

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