JOB SUMMARY: The Executive Assistant & Office Coordinator is a dual-role position providing strategic-level administrative and operational support to the President, Chief Revenue Officer, and HR Director. This role serves as the operational backbone of executive leadership, managing complex calendars, orchestrating high-stakes travel logistics, coordinating client and vendor interactions, and ensuring flawless day-to-day office operations. The successful candidate anticipates executive needs, demonstrates exceptional attention to detail, and maintains composure in a fast-paced, logistics-driven environment. Priority support flows to the President, with secondary support to the CRO and HR Director.
DUTIES AND RESPONSIBILITIES:
Executive Support - President Priority
* Manage President's calendar with precision, coordinating complex scheduling across internal leadership, client meetings, and board-level interactions
* Serve as calendar gatekeeper for CRO and HR Director, prioritizing competing demands
* Prepare executive summaries, meeting agendas, and briefing materials tailored to audience and context
* Draft and edit executive-level correspondence and communications on behalf of executives
* Handle confidential information with absolute discretion
* Screen, prioritize, and route communications to appropriate decision-makers
* Anticipate executive needs before they are articulated
Strategic Travel Coordination & Logistics
* Book and manage complex, multi-city travel itineraries for executives (domestic and international)
* Demonstrate strategic judgment on travel routing - optimize for efficiency, cost, and executive time (e.g., avoid unnecessary long-haul trips; consolidate regional travel when possible)
* Coordinate accommodations, ground transportation, and meeting logistics at each destination
* Prepare detailed travel itineraries including weather, venue layouts, distance between locations, timing considerations, and alternative routing options
* Monitor real-time travel changes and resolve disruptions proactively
* Manage executive travel expenses, reconcile receipts, and track spending in Excel
* Coordinate travel for multiple executives simultaneously, balancing competing schedules
Office Operations & Client Experience
* Serve as primary point of contact for all office operations and facilities management
* Coordinate conference room scheduling, setup, and technology for client visits and internal meetings
* Greet and coordinate logistics for client and vendor visits, ensuring professional first impressions
* Manage office vendors, supply ordering, and inventory (including facilities maintenance, supplies, equipment)
* Support office aesthetics and environment (e.g., plants, décor, cleanliness standards)
* Coordinate company events, executive visits, and high-caliber client entertainment
* Support onboarding logistics for new corporate hires (workspace setup, orientation materials, equipment)
Administrative Coordination & Process Management
* Track action items from executive meetings and follow up with department leaders on deadlines
* Maintain organized digital filing systems and document management
* Coordinate multi-signature document approvals and routing
* Support invoice approvals and expense tracking across executive accounts
* Assist with company-wide announcements and communications
* Manage project tracking and administrative support as assigned
* Additional duties as required
KEY COMPETENCIES:
* Exceptional organizational and prioritization skills with ability to juggle competing demands
* Meticulous attention to detail with strategic thinking (knowing what matters and why)
* Executive presence, discretion, and professional judgment
* Advanced written and verbal communication skills (including executive-level writing)
* Expert calendar and travel management expertise
* Proactive problem-solving and ability to anticipate needs
* Proficiency in Microsoft Excel (expense tracking, travel analytics, data organization)
* Ability to remain composed under pressure and meet tight deadlines
* Client-facing interpersonal skills and professional demeanor
* Understanding of logistics and operations environments
EXPERIENCE & QUALIFICATIONS:
* Minimum 5 plus years of executive administrative support (C-suite or senior leadership level preferred)
* Proven experience managing complex, multi-city travel itineraries
* Demonstrated ability to support multiple executives simultaneously
* Strong Excel proficiency - comfortable working with data, tracking, and analysis
* Experience in fast-paced, logistics, manufacturing, or operations environments preferred
* Experience writing executive-level correspondence
* Ability to obtain and maintain confidentiality and discretion standards
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.