Administrative Coordinator (Temporary)

Everlaw • Oakland, CA

2d • Hybrid

About The Position

Everlaw is seeking a detail-oriented and highly organized Administrative Coordinator for a temporary, 4-6 month assignment. This entry-level role provides critical operational and administrative support, including calendar management, travel logistics, expense documentation, and other delegated administrative tasks. The position is ideal for an adaptable professional who excels in fast-paced environments and is proficient with modern productivity tools. You will be part of the Office of the CEO team, working closely with an Executive Administrator to streamline executive logistics, manage complex calendars and travel, optimize workflows, and ensure efficient operations for the leadership team. This is a full-time, non-exempt position based in Oakland, CA, with a hybrid work schedule (in-office Monday, Wednesday, Thursday; remote Tuesday, Friday). The onboarding process will integrate you into the company, covering product, policies, processes, and team structure. We encourage you to bring your existing knowledge while learning and growing with the team.

Requirements

• Entry-level professional with prior experience or demonstrated skill in an administrative, coordination, or operational support capacity.
• Proficient with Google Workspace (Gmail, Google Calendar, Docs, Sheets, Slides).
• Comfortable utilizing tools like Zoom and learning new tools.
• Exceptionally detail-oriented with a proven track record of accuracy in calendar management, time zones, and documentation.
• Proven ability to thrive in fast-paced environments, managing competing priorities with composure under tight deadlines.
• Receptive to direct feedback, applying real-time coaching efficiently to adjust workflows.
• Proactive, transparent communicator who flags blockers immediately and pivots quickly when business priorities change.
• Authorized to work in the United States without restrictions.

Nice To Haves

• Experience with Navan for travel research.
• Experience with Rippling for expense reporting.

Responsibilities

• Coordinate and manage complex calendars, proactively resolving scheduling conflicts with attention to time zones and meeting links.
• Handle end-to-end meeting logistics, including room bookings, AV preparation, and issuing error-free calendar invites.
• Conduct initial research for flight, hotel, and ground transportation options, compiling detailed travel itineraries for approval.
• Manage expense workflows by collecting receipts, organizing documentation, and submitting accurate expense reports.
• Partner directly with the Executive Administrative Specialist to execute administrative tasks, ensuring seamless handoffs and accurate follow-through.
• Practice transparent escalation and reporting by communicating progress clearly and flagging operational blockers immediately.
• Maintain high discretion and professional integrity when handling sensitive data, executive communications, and strategic information.

Benefits

• Health, dental, and vision plans
• Paid company/federal holidays
• Monthly home internet reimbursement
• Selection of hardware (Mac or PC)
• Snacks and beverages in the office
• Company-wide out-of-the-box events and fun activities
• Time off for company-sponsored volunteer events
• 4 paid hours per quarter to volunteer at a charitable organization of your choice
• Learning and career development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed