Administrative Assistant/Coordinator

Role Overview

We are seeking a highly organized and detail-focused Administrative Assistant to deliver operational and project management assistance in person to the marketing team of a valued consumer technology client. This position is a full-time role of 37 hours weekly, offered initially as a one-year contract.

Key Responsibilities

• Provide daily executive support by managing complex calendars for two Marketing leaders, handling scheduling, resolving conflicts, and prioritizing meetings.
• Handle travel expense submissions and reconciliations for both executives, ensuring timely and compliant reporting.
• Coordinate project management tasks including the annual marketing plan and ongoing marketing initiatives.
• Foster team culture by organizing meetings, communications, and employee engagement events, including programming for milestones.
• Support onboarding of new employees and vendors.
• Arrange travel plans and itineraries.
• Organize and facilitate meetings (in-person and hybrid), including room booking, catering, technological requirements, preparing materials, minute-taking, and tracking action items.
• Assist in financial and administrative duties such as purchase order creation, invoice reconciliation, and expense report support.
• Manage technology requests, office supplies, and general administrative inquiries.
• Collaborate with team members to provide coverage and overall operational support.
• Adapt effectively to changing priorities and ambiguous situations with good judgment.
• Support and coordinate additional ad hoc projects as needed.

Qualifications & Skills

• 2 to 3 years of experience in administrative support, ideally backing senior leaders.
• Strong verbal and written communication abilities.
• Excellent organizational and project management skills capable of juggling multiple priorities in a busy setting.
• Meticulous attention to detail.
• Calm and solutions-driven mindset under pressure, with a customer-service focus.
• Ability to work autonomously and take full ownership of assigned duties.
• Sound judgment, discretion, and proactive problem-solving aptitude.
• Experience managing calendars, coordinating travel, and processing expenses.
• Familiarity with Microsoft Office, Adobe tools, and video conferencing platforms or equivalents.

Preferred Attributes

• Background in agency, corporate, or client-service environments.
• College diploma or relevant equivalent experience.
• Quick learner for new and proprietary software systems.
• Professional demeanor coupled with initiative, energy, and urgency.
• Competence with Keynote and design sensitivity.

Additional Information

We are an equal opportunity employer committed to diversity in our workforce at all levels. Accommodations can be provided upon request during the selection process. An AI tool may be used optionally for interview note-taking, with candidates given the choice to opt out.

The role is newly created with a salary range of $26 to $28 per hour, depending on experience.