Administrative Coordinator ( 4721 )

Location Details: Torrance, CA

Work Type: W2 Only

Purpose

The Administrative Coordinator provides administrative, organizational, and coordination support to the Enterprise Marketing & Partnerships team. This role helps ensure cross-functional meetings, communications, documentation, and team activities are organized, completed, and maintained effectively. This role is ideal for a highly capable professional, someone who thrives in a fast-paced, high-stakes environment and is eager to take on both core admin duties and advanced coordination responsibilities. The ideal candidate will be proactive, detail-oriented, and capable of managing multiple tasks efficiently. This role involves handling sensitive information, coordinating executive schedules, and ensuring smooth communication within the organization.

Key Responsibilities

Administrative Support

• Manage calendars, scheduling, and meeting invitations, often on behalf of multiple executives.
• Coordinate recurring governance, leadership, and team meetings.
• Organize meeting logistics, including conference rooms, virtual meeting links, and participant availability.
• Maintain team distribution lists, stakeholder contacts, and shared calendars.
• Support travel arrangements and expense submissions as needed.
• Assist with general administrative requests and team activities.
• Assist with budget tracking, invoice processing, and purchase order (PO) management. Liaise with finance teams to ensure compliance and timely payments.

Meeting and Governance Coordination

• Schedule governance reviews, operational meetings, and working sessions.
• Prepare meeting agendas in partnership with meeting owners.
• Collect, organize, and distribute meeting materials.
• Capture meeting minutes, decisions, and key discussion points.
• Document action items, owners, and due dates.
• Maintain action-item and decision logs.
• Follow up with action owners and communicate overdue or at-risk items.
• Schedule follow-up meetings and activities as needed.

Communication Support

• Draft and distribute meeting invitations, reminders, and follow-up communications.
• Support governance updates, team announcements, and leadership communications.
• Maintain communication schedules and track deliverables.
• Review communications for accuracy, formatting, links, attachments, and distribution lists.
• Obtain required approvals before distributing communications.

Project and Initiative Support

• Coordinate meetings and administrative activities for team projects and strategic initiatives.
• Maintain project files, participant lists, action logs, and supporting documentation.
• Assist with workshops, planning sessions, and stakeholder meetings.
• Track administrative deadlines and follow-up activities.
• Support document review and approval processes.

Document and Records Management

• Maintain organized team files, meeting records, templates, and shared repositories.
• Apply consistent file-naming and version-control practices.
• Ensure approved documents are stored in the appropriate location.
• Maintain appropriate document access and permissions.
• Archive outdated materials in accordance with organizational requirements.
• Protect confidential and sensitive information.

Core Expectations

The Administrative Coordinator/Support is expected to:

• Provide timely, accurate, and professional administrative support.
• Communicate clearly and respectfully with executives, team members, and stakeholders.
• Manage multiple priorities and deadlines effectively.
• Anticipate scheduling, meeting, and documentation needs.
• Maintain confidentiality and exercise discretion.
• Follow up consistently on commitments and outstanding requests.
• Escalate scheduling conflicts, overdue actions, missing materials, or other concerns as appropriate.
• Maintain accurate, accessible, and well-organized records.
• Identify opportunities to improve administrative processes and team efficiency.

Preferred Skills and Qualifications

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and follow-through.
• Experience coordinating meetings, calendars, and administrative activities.
• Ability to work professionally with leaders and cross-functional stakeholders.
• Proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and related collaboration tools.
• Ability to handle confidential information with discretion.
• Experience supporting governance, operations, strategy, or project teams is preferred.

Education & Experience

Minimum Educational Qualifications: Bachelor's degree in Business Administration or related field.

Minimum Experience: 5+ years of relevant experience.

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