Administrative Coordinator - Remote - Nationwide

Vituity•Sacramento, CA

13h•$24 - $30•Remote

About The Position

The Administrative Coordinator provides administrative and project coordination support to an assigned department and its leadership. The role communicates with internal and external clients professionally and in a timely manner, while respecting confidentiality. Duties include managing calendars, arranging travel, preparing expense reports and correspondence, producing reports and presentations, maintaining documents and databases, coordinating meetings and events, tracking project status and budgets, and collecting and analyzing data for specialized reports. The coordinator may also conduct research, follow up on leadership initiatives, support training or program materials, and recommend improvements to operating practices. For positions assigned to Marketing, additional responsibilities include serving as the contact for departmental requests and routing them to appropriate resources, maintaining the marketing request distribution list and marketing materials, supporting campaign planning and execution, coordinating the development of client or stakeholder materials, taking meeting minutes, and assisting with special projects and enterprise-wide events. This is a remote position available nationwide. Vituity describes its work as part of a collaborative community, with opportunities for virtual engagement and flexible work hours.

Requirements

High school diploma or GED equivalent.
At least two years of administrative or office support, administrative analyst, or project/department coordination or support experience.
Ability to work independently with initiative and collaborate effectively in a team setting.
Detail-oriented and organized, with the ability to manage multiple tasks, prioritize projects, and maintain smooth department operations.
Ability to complete tasks with varying priorities while maintaining speed and accuracy.
General knowledge of administrative procedures and standard business office practices.
Strong customer service skills and ability to interact with clients verbally and in writing.
Strong analytical, conceptual, collaborative management, oral communication, and written communication skills.
Ability to handle detailed work accurately and quickly, meet deadlines across multiple projects, work collaboratively, and interact courteously and professionally in person and by phone.
Ability to use office equipment and automated systems, applications, and software proficiently.
Ability to establish and maintain effective working relationships.
Ability to read, understand, and communicate in English sufficiently to perform the job duties.
Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
For Business Development assignments, proficiency with the Captivate content authoring tool.
For Learning & Development assignments, ability to create e-learning courses.

Nice To Haves

Three to four years of increasingly complex administrative support and project coordination experience.
Previous experience supporting a Marketing team, if assigned to the Marketing department.
Previous customer service experience.

Responsibilities

Communicate messages, inquiries, and issues professionally and promptly, while respecting confidentiality.
Complete administrative tasks for the assigned department, including calendar management, expense reports, correspondence, travel arrangements, itineraries, agendas, and meeting documents.
Prepare professional reports and presentations.
Manage daily administrative duties to improve workflow efficiency.
Support leadership calendars by scheduling meetings, reviewing for conflicts, handling meeting invitations, and reminding leaders about logistics and materials.
Arrange leadership travel in accordance with company policy.
Prepare and edit correspondence, communications, presentations, and other documents; file and retrieve documents and reference materials.
Conduct research and assemble and analyze data for reports and documents as needed.
Follow up on leadership initiatives such as contract expirations, meeting action items, evaluation feedback, surveys, required education, and compliance items.
Answer and screen phone calls, take messages, and respond to inquiries as appropriate.
Work with department leaders to develop materials such as manuals, training modules, and curricula, and evaluate program impact against objectives as needed.
Coordinate staff meetings, events, and conference calls, including agendas, presentations, staffing, meeting materials, logistics, notes, and action-item follow-up.
Review operating practices and implement improvements where necessary.
Enter and maintain data in department databases.
Coordinate regional department activities as directed.
Maintain reporting, time and expense, project status, and budget reports.
Collect and analyze data to produce weekly and monthly specialized reports.
Coordinate seminars and meetings, including planning, mailings, hotel coordination, follow-up, registration, and attendee support as directed.
For Marketing assignments, serve as the primary contact for interdepartmental requests, IT issues, and HR/compliance reminders, routing requests to appropriate resources.
For Marketing assignments, maintain the [email protected] distribution list and update marketing documents, content databases, and media assets.
For Marketing assignments, support campaign planning and execution, communicate campaign goals, deliverables, and timelines, and coordinate development of product or service materials.
For Marketing assignments, attend project meetings and take minutes, support special projects, and assist with planning enterprise-wide meetings and events.

Benefits

Superior health plan options.
Dental, vision, HSA/FSA, life, and AD&D coverage.
401(k) plan with a $1.20 match for every dollar contributed up to 6%, plus discretionary profit-sharing contributions; eligibility begins in January following 18 months of service.
Generous paid time off starting at three to four weeks annually.
Student loan refinancing discounts.
Professional and Career Development Program.
Employee assistance program and travel assistance.
Wellness program, including monthly wellness events and activities such as yoga and HIIT classes.
Flexible work hours.
Trainings to support professional growth.
Virtual meet-and-greets, events, seminars, and team-building activities.
Opportunities to attend Vituity community events.
Annual corporate Success Sharing bonus program, based on company performance.