Adminstrative Assistant

Reflex Media, Inc.•Las Vegas, NV

1d•$42,000 - $63,000•Onsite

About The Position

At Reflex Media, the Administrative Coordinator is the person who makes the office feel effortless for executives, employees, guests, and new hires alike. You will own workplace operations, culture moments, and executive support with the kind of initiative and pride that means things get done before anyone has to ask. You will be the backbone of how this office runs and feels. That means anticipating needs, building processes that stick, showing up for people in ways they notice, and taking genuine ownership of the experience of working here. Our vision for this role is simple: effortless. Everything is where it is supposed to be. The office looks good. People have what they need without asking. Executives walk in and are taken care of. New hires feel celebrated. Culture moments happen consistently and with care. If you are the kind of person who studies the people around you, learns what they like, what they need, and fills those gaps before they surface, this role was built for you.

Requirements

2+ years in an administrative, operations, or executive support role
Strong written and verbal communication
Highly organized with exceptional attention to detail and follow-through
Comfortable managing confidential information across HR, Finance, and executive functions
Proficient in Google Workspace (Docs, Chat, Sheets, Gmail, Drive) and standard office equipment
QuickBooks experience is a plus; Trinet or HRIS familiarity is helpful
Valid driver’s license and reliable transportation required

Responsibilities

Serves as the primary on-site support, anticipating needs, managing logistics, and removing friction
Stocks and maintains executive office amenities (beverages, snacks, supplies)
Coordinates printing, document routing, and signature collection
Manages calendars, scheduling, and travel arrangements with precision and follow-through
Proactively offer meeting prep, lunch coordination, and ad-hoc support during in-office weeks
Owns employee milestone recognitions, birthdays, work anniversaries, and team wins — with real celebration
Leads internal culture programming: Kahoot events, in-office week activities, holiday decorations, team celebrations, and surprise-and-delight moments
Produces a regular internal newsletter or announcement cadence — benefits reminders, upcoming holidays, company news, event previews — with a creative, on-brand voice
Coordinates swag, welcome kits, and culture gifts with intention and follow-through
Brings energy and ideas to in-office weeks — proposes activities, coordinates logistics, and creates moments people look forward to
Champions a workplace culture where people feel seen, celebrated, and supported
Maintains a clean, organized, guest-ready office at all times — conference rooms, common areas, kitchen, and executive spaces
Owns office supply inventory and procurement within budget; ensures nothing runs out unexpectedly
Manages vendor relationships (HVAC, janitorial, maintenance), including quote approvals, issue escalation, and follow-through on repairs
Coordinates seating plans and workspace setup as team changes occur
Serves as the point of contact for facilities-related needs
Conducts periodic office audits to identify and resolve anything that does not reflect the standard we hold ourselves to
Coordinates all domestic travel: approvals, bookings, itineraries, and confirmation follow-up
Manages food and catering logistics using clear decision rules (individual orders vs. catering based on group size, preferred vendors by occasion) — no more figuring it out from scratch every time
Schedules and coordinates internal meetings and in-office events, including setup and teardown
Proactively plans for in-office weeks — activities, meals, and logistics handled in advance
Owns the new hire setup experience end-to-end using a standardized, documented process: desk setup, equipment, supplies, swag, seating, and calendar
Ensures every new hire's first day feels intentional and welcoming
Supports scheduling and logistics for the onboarding calendar and early check-ins
Builds and maintains documented SOPs for recurring admin functions: supply ordering, travel booking, food coordination, new hire setup, and vendor management
Manages filing systems (digital and physical), document routing, and signature tracking
Maintains shared calendars, internal trackers, and operational spreadsheets with accuracy
Supports data entry, reporting, and calendar updates across Finance and HR systems
Supports HR scheduling: interview coordination, recruiter and candidate communications, and preliminary portfolio review
Uploads ancillary billing and processes voluntary insurance enrollments
Coordinates with Trinet on payroll tax account setup, notices, and issue resolution