Administrative Coordinator

Overview

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.

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

Details

We will consider qualified candidates with criminal histories in a manner consistent with the San Francisco Fair Chance Ordinance.

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