Administrative Coordinator

This is a fully remote position, open to applicants in California.

📋 Description

• Professionally, promptly, sensitively, and confidentially communicate messages, inquiries, and issues.

• Oversee calendars, appointments, expense reports, correspondence, travel arrangements, itineraries, agendas, and travel-related documents.

• Create professional reports, presentations, correspondence, communications, and various other documents.

• Handle daily administrative tasks and enhance workflow efficiency.

• Provide support for leadership calendars, including scheduling meetings, resolving conflicts, managing invitations, and tracking logistics.

• Arrange travel for leadership in accordance with policy.

• Organize and retrieve documents and reference materials; research, compile, and analyze data.

• Follow up on leadership initiatives, action items, evaluations, surveys, compliance, education, and contract expiration dates.

• Answer and screen phone calls, take messages, and manage inquiries.

• Develop program materials such as manuals, training modules, and curricula; assess program impact.

• Coordinate staff meetings, events, conference calls, agendas, presentations, logistics, notes, and follow-up on action items.

• Review operating procedures and implement improvements.

• Enter data into departmental databases.

• Coordinate activities for the regional department.

• Maintain reports on time and expenses, project status, and budgets.

• Collect and analyze data for weekly and monthly specialized reports.

• Organize seminars and meetings, encompassing planning, logistics, registration, and attendee communication.

• For Marketing assignments, act as the main contact for departmental requests, maintain the distribution list for marketing requests, update marketing documents/databases/media assets, and assist in campaign planning and execution.

• Coordinate the development of products, materials, and documents for client/stakeholder service delivery.

• Attend project meetings and take minutes.

• Support special projects as well as enterprise-wide meeting and event planning.

⛳️ Requirements

• A High School Diploma or GED equivalent is required.

• A minimum of two (2) years of experience in administrative or office support, administrative analysis, or project/department coordination/support is required.

• 3-4 years of increasingly complex administrative support and project coordination experience is preferred.

• Prior experience supporting a Marketing team is preferred for positions in the Marketing department.

• Previous customer service experience is preferred.

• Ability to work independently as well as collaboratively within a team setting.

• Highly detail-oriented and organized, with the capacity to manage multiple tasks and prioritize projects effectively.

• Capability to complete tasks with varying priorities under conditions requiring both speed and accuracy.

• General knowledge of administrative procedures and standard business office practices.

• Strong customer service skills, with excellent verbal and written interaction capabilities.

• Strong analytical, creative conceptualization, collaborative management, and oral and written communication skills.

• Ability to manage detailed work accurately and swiftly, meet deadlines on multiple projects, and interact professionally in person and over the phone.

• Proficient in using office equipment and automated systems/applications/software.

• Ability to establish and maintain effective working relationships.

• Proficient in reading, understanding, and communicating in English sufficiently to perform job duties.

• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.

• If in Business Development, proficiency in Captivate is required; if in Learning & Development, ability to create e-learning courses is necessary.

🏝️ Benefits

• Monthly wellness events and programs such as yoga, HIIT classes, and more.

• Training opportunities to support and advance your professional growth.

• Team-building activities, including virtual scavenger hunts and holiday celebrations.

• Flexible work hours.

• Opportunities to participate in Vituity community events.

• Comprehensive health plan options.

• Dental, Vision, HSA/FSA, Life and AD&D coverage, and more.

• Top-tier 401(k) retirement savings plans with a $1.20 match for every dollar up to 6%, plus discretionary profit-sharing contributions.

• Generous paid time off starting at 3-4 weeks annually.

• Discounts for Student Loan Refinancing.

• Professional and Career Development Program.

• EAP and travel assistance included.

• Wellness program.

• Annual corporate Success Sharing bonus program based on company performance.