Administrative Assistant / Coordinator

Who you are

• The ideal candidate is an experienced administrative professional who is comfortable navigating a fast-paced, global environment, managing multiple priorities, and partnering effectively across teams and functions
• While this position will not be dedicated to supporting an individual executive, experience with executive-level support is highly valued. The Administrative Coordinator should be comfortable providing backup executive support when needed
• Success in this role requires strong organizational skills, sound judgment, discretion, and initiative. The individual should be able to work independently within established procedures, manage day-to-day responsibilities with limited instruction, and recognize when guidance, alignment, or approval is needed
• 7+ years of administrative support experience, ideally including a combination of department-level and executive support responsibilities
• Experience supporting a fast-paced, global or geographically distributed team or organization with multiple stakeholders and changing priorities
• Strong organizational and time-management skills, with exceptional attention to detail, ownership, and follow-through, and the ability to manage multiple priorities and deadlines simultaneously with accuracy
• Sound judgment and the ability to work independently, take appropriate initiative, and recognize when guidance, approval, or escalation is needed
• Excellent written and verbal communication and interpersonal skills, with the ability to work effectively in a collaborative team environment
• Ability to build effective working relationships across functions, organizational levels, cultures, and geographic regions
• Ability to handle sensitive and confidential information with discretion and remain composed in time-sensitive situations
• Proficiency in Microsoft 365 applications, including Outlook, Teams, SharePoint, Excel, PowerPoint, and Word
• Bachelor’s degree or equivalent combination of education and relevant professional experience

What the job involves

• Contract role - 12 months
• We are seeking an experienced Administrative Coordinator to provide administrative and operational support to a global team while supporting the day-to-day operations of the Aliso Viejo office. This role supports team members and stakeholders across multiple regions and time zones while serving as a key onsite resource for the local office
• Working in partnership with the Sr. Manager overseeing the site, the Administrative Coordinator will support day-to-day onsite operations, serve as an onsite point of contact, and help identify, coordinate, and escalate office needs as appropriate
• This is a highly collaborative and hands-on role with responsibilities spanning global team coordination, onsite operations, meetings, workshops, events, and administrative support
• Provide administrative and operational support to a global team, coordinating meetings, workshops, team events, leadership visits, and other activities across regions and time zones
• Manage meeting and event logistics, including scheduling, meeting spaces, catering, visitors, materials, equipment, and other operational requirements
• Partner with Executive Assistants, Facilities, IT, Security, Workplace, and other cross-functional partners to coordinate team and onsite needs
• Provide department and backup executive support as needed, including:
• Managing meetings and schedules and supporting effective communication and follow-through among stakeholders
• Providing backup Executive Assistant support, including calendar management and other time-sensitive administrative support
• Coordinating domestic and international travel and processing expense reports as assigned
• Prepare correspondence, presentations, meeting materials, documentation, and meeting notes as needed
• Manage and track administrative requests, action items, deliverables, and deadlines to ensure timely follow-through and completion
• Maintain and organize team information, documentation, and resources across SharePoint and other collaboration platforms
• Exercise sound judgment and appropriate initiative, handle sensitive information with discretion, and identify and recommend improvements to administrative processes and operational efficiency