Job Description
Job Description
An innovative AI-powered performance marketing company known for its cutting-edge technology and global impact is seeking a proactive Administrative Coordinator to join its Redwood City office. This role is ideal for someone who thrives in a fast-paced, collaborative environment and enjoys providing operational and administrative support to a dynamic Executive Assistant (EA) team. The Administrative Coordinator will play a key role in ensuring the seamless execution of travel, events, and quarterly offsites—while stepping in as backup EA support when needed. This hands-on position requires exceptional organizational skills, sound judgment, and a service-oriented mindset to effectively support executives and their EAs across global time zones.
***Please note: This is a temporary role for 5–6 months, with potential to convert to full-time.
Responsibilities
- Serve as a flexible resource to assist the EA team with scheduling, meeting preparation, and follow-ups.
- Step in to provide backup EA coverage during vacations, leaves, or bandwidth constraints.
- Assist with expense reports, document preparation, and light correspondence.
- Coordinate domestic and international travel bookings (flights, hotels, ground transport, visas).
- Maintain detailed travel briefs, including itineraries, contacts, confirmations, and contingency plans.
- Manage day-of logistics and handle last-minute changes as needed.
- Partner with the EA team to plan and execute quarterly leadership and department offsites, team summits, and social events.
- Handle vendor coordination, venue research, catering, swag, and budgets.
- Act as on-site logistics lead for Bay Area-based events.
- Support on-site office logistics (conference room setup, meals, visitor support).
- Maintain EA team processes, playbooks, and best practices.
- Provide project-based administrative support for cross-functional initiatives as assigned.
Qualifications
- 2–4 years of experience in an administrative, coordinator, or EA support role (ideally in a high-growth or tech environment).
- Experience coordinating travel, events, and offsites.
- Strong organizational, prioritization, and multitasking skills.
- Proficiency in Google Workspace (GCal, Gmail, Docs, Sheets, Slides).
- Excellent written and verbal communication skills, with strong follow-through.
- Ability to handle sensitive information with discretion and sound judgment.
- Flexible, proactive, and resourceful; thrives in a fast-paced, evolving environment.
- Must be able to support teams across global time zones.
Salary
$45–$55/hr, depending on experience
Hybrid: In-office 1–2 days/week, with flexibility for additional days as needed.
Location: Redwood City, CA or San Francisco, CA
You can use www.workgrades.com to collect and manage your references for free and share them with us or anyone else you choose. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.
We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance.