Administrative Coordinator (Temporary)

Everlaw • Oakland, CA

2d • $43 - $55 • Hybrid

About The Position

Everlaw is looking for a detail-oriented, highly organized Administrative Coordinator to join our team for a 4-6 month temporary assignment. In this role, you will provide critical operational and administrative support, managing calendar coordination, travel logistics, expense documentation, and executing funneled administrative tasks delegated to you. This entry-level position is ideal for an adaptable, high-execution professional who excels at following clear directions, navigating fast-paced environments, and utilizing modern productivity tools like Google Workspace.
You will be embedded within our Office of the CEO team, partnering directly and daily with a seasoned Executive Administrator. The team focuses on streamlining executive logistics, managing complex calendar and travel demands, optimizing workflows, and ensuring smooth, efficient day-to-day operations for our leadership team.
This is a full-time, non-exempt position based in our Oakland, CA office with a hybrid work schedule: in office M/W/Th with the option to work from home on Tu/Fr.
Getting started
We want you to feel like part of the team early on! Our onboarding process will integrate you into the company with informative sessions on our product, policies, processes, and team structure and goals.
We’re excited for you to learn, grow, and contribute right away! We trust that you’ll bring experience and knowledge that will uplift and uplevel the team, but we don’t expect you to know everything on Day 1.

Requirements

• You are an entry-level professional with prior experience or demonstrated skill in an administrative, coordination, or operational support capacity.
• You are proficient with Google Workspace (Gmail, Google Calendar, Docs, Sheets, Slides) and comfortable utilizing tools like Zoom and learning new tools.
• You are exceptionally detail-oriented with a proven track record of accuracy in calendar management, time zones, and documentation.
• You are proven to thrive in fast-paced environments, managing competing priorities with composure under tight deadlines.
• You are receptive to direct feedback, applying real-time coaching efficiently to adjust workflows without requiring repeated instruction.
• You are a proactive, transparent communicator who flags blockers immediately and pivots quickly when business priorities change.
• You are authorized to work in the United States without restrictions. Please note that at this time, Everlaw is not sponsoring employment visas for this role.

Responsibilities

• Coordinate and manage complex calendars delegated by the Executive Administrative Specialist, proactively resolving scheduling conflicts with precise 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 through systems like Navan, compiling detailed travel itineraries for approval.
• Manage expense workflows by collecting digital and physical receipts, organizing documentation, and submitting accurate expense reports through company systems like Rippling.
• Partner directly with the Executive Administrative Specialist to execute funneled administrative tasks, ensuring seamless handoffs, accurate execution, and consistent 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
• Select your preference of hardware (Mac or PC) and customize your desk setup
• Enjoy a wide variety of snacks and beverages in the office
• Bond over company-wide out-of-the-box events and fun activities with your team
• Time off for company-sponsored volunteer events and 4 paid hours per quarter to volunteer at a charitable organization of your choice
• Take advantage of learning and career development opportunities

What This Job Offers

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