Administrative Coordinator

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

📋 Description

• Professionally and confidentially communicate messages, inquiries, and issues with both internal and external clients.

• Oversee calendars, appointments, scheduling of meetings, managing conflicts, reminders, and logistics for leadership.

• Prepare expense reports and organize complex travel arrangements, itineraries, and agendas.

• Draft and revise correspondence, communications, reports, presentations, and other necessary documents.

• Organize and retrieve documents and reference materials; perform research and data analysis.

• Handle daily administrative responsibilities and enhance operational workflow.

• Initiate follow-ups for leadership initiatives, action items, evaluations, surveys, education, compliance, and contract expirations.

• Manage phone calls, screen inquiries, take messages, and address questions.

• Create program materials, including manuals, training modules, and curricula; assess program effectiveness.

• Organize staff meetings, events, conference calls, seminars, and associated logistics.

• Evaluate operating practices and recommend improvements.

• Input and maintain data in departmental databases.

• Coordinate activities for regional departments.

• Maintain reports on time and expenses, project status, and budget performance.

• Gather and analyze data to generate specialized weekly and monthly reports.

• For Marketing support: act as the primary contact for departmental requests, manage the marketing requests distribution list, update marketing documents/content databases/media assets, and assist with campaign planning and execution.

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

• Attend project meetings and document minutes.

• Assist with special projects and enterprise-wide meetings and events.

⛳️ Requirements

• A High School Diploma or GED equivalent is required.

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

• Preferred: 3-4 years of progressively complex administrative support and project coordination experience.

• Prior experience supporting a Marketing team is preferred if assigned to the Marketing department.

• Previous customer service experience is preferred.

• Ability to work autonomously as well as collaboratively within a team environment.

• Detail-oriented and organized, capable of managing multiple tasks and prioritizing projects.

• Competence in completing tasks with varying priorities under time-sensitive conditions requiring speed and accuracy.

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

• Strong customer service abilities with effective verbal and written client interactions.

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

• Ability to perform detailed work accurately and promptly, meet deadlines across multiple projects, and maintain professionalism in person and via phone.

• Proficiency with office equipment and automated systems/applications/software.

• Capacity to establish and maintain effective working relationships.

• Ability to read, comprehend, and communicate in English adequately to fulfill job responsibilities.

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

• If in Business Development, proficiency in Captivate is required.

• If in Learning & Development, the ability to create e-learning courses is required.

🏝️ Benefits

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

• Training opportunities to support and enhance your professional growth.

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

• Flexible working hours.

• Opportunities to participate in Vituity community events.

• Excellent health plan options.

• Coverage for dental, vision, HSA/FSA, life, and AD&D, among others.

• Top-tier 401(k) retirement savings plans with a $1.20 match for every dollar up to 6%, plus discretionary profit-sharing contributions (eligible in January following 18 months of service).

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

• Discounts for Student Loan Refinancing.

• Professional and Career Development Program.

• Includes EAP and travel assistance.

• Wellness program.

• Annual corporate Success Sharing bonus program based on the company's annual performance.