Administrative Coordinator

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.

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Please note: This is a temporary role for 5–6 months, with potential to convert to full-time.

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Salary: $45–$55/hr, depending on experience

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Hybrid: In-office 1–2 days/week, with flexibility for additional days as needed.

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Location: Redwood City, CA or San Francisco, CA
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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.
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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.

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Please submit your resume for consideration.