Administrative Assistant / Coordinator

Administrative Coordinator – Contractor 

Location: Aliso Viejo, CA 

Hybrid, Contract role - 12 months

 

About the Role 

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. 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. 

 Onsite Requirement: This role requires the ability to commute to the Aliso Viejo office at least three days per week, with flexibility to work onsite up to five days per week based on business needs. Additional onsite presence may be required for workshops, events, leadership visits, and other activities. 

 

Key Responsibilities 

• 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.

 

Required Qualifications 

• 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.