Administrative Coordinator

Pivotal • Seattle, WA

8d • $42 - $44 • Onsite

About The Position

The Administrative Coordinator provides core essential administrative support to individual(s) or a team/function, helping ensure day-to-day operations run smoothly and efficiently. This role works across multiple entities within the Pivotal ecosystem and supports team coordination, focusing on calendar and meeting management travel coordination, and expense reporting. The role requires high attention to detail, reliability, and service-oriented mindset in supporting others.
This role is expected to have a duration of 12 months.

Requirements

• Minimum 2-3 years of experience in an administrative support role, with emphasis on calendar management, scheduling, and general administrative coordination, or an equivalent combination of advanced training and experience.
• Exceptional written and verbal communication, organizational skills, and attention to detail.
• Experience coordinating team workflows and supporting communication within a defined group or function.
• Experience supporting team priorities and assisting with expense processing.
• Experience using Workday or similar systems for expense entry and administrative tasks.
• Proficiency using Microsoft 365 (Outlook, Word, Excel, PowerPoint, OneNote, and SharePoint).
• Fluency in use of systems necessary to role (e.g., Salesforce, Workday).

Nice To Haves

• Diverse industry and company size experience.
• Experience in social impact or mission-driven environments with governance distinctions.
• Comfortable learning new collaboration, project management, and administrative tools in support of team operations.

Responsibilities

• Calendar & Meeting Management
• Manage complex calendars across multiple time zones, ensuring accuracy, clarity, and alignment with priorities.
• Schedule, update, and coordinate meetings across teams and regions, proactively identifying and resolving conflicts.
• Prepare calendars to support effective use of time, including sequencing meetings, holding time as needed, and aligning logistics.
• Ensure meeting details are accurate, including links, locations, and participant lists.
• Travel Coordination
• Coordinate end-to-end travel arrangements, including flights, lodging, ground transportation, and meeting logistics.
• Prepare clear, concise travel itineraries and proactively manage changes or disruptions.
• Coordinate travel across regions and time zones, ensuring alignment with schedules and business needs.
• Expense Management
• Review, reconcile, and submit monthly expense reports in Workday for assigned teams.
• Ensure expenses are accurately documented, compliant with policy, and submitted on time.
• Track outstanding receipts and follow up as needed to maintain timely and accurate reporting.
• Perform other job-related duties as assigned.

Benefits

• Benefits will be provided by your employer of record and currently include medical, dental, vision, life, disability, and long-term care insurance, fertility benefit, caregiving support, 144 hours of vacation, 96 hours of sick leave, 401k, HSA, FSA, and more.
• Eligibility for and the amount of benefits provided are governed by the terms of the applicable plan documents.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees