Executive Administrative Assistant

TEKsystems•Torrance, CA

4d•$33 - $34•Hybrid

About The Position

The Administrative Coordinator provides high-level administrative and operational support to the Enterprise Marketing & Partnerships team. This role is responsible for managing calendars, coordinating meetings, supporting communications, maintaining documentation, and ensuring key initiatives stay organized and on track. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable working in a fast-paced environment supporting executives and cross-functional stakeholders.

Requirements

4+ years of administrative, executive support, project coordination, or related experience.
Strong organizational, prioritization, and time-management skills.
Excellent written and verbal communication abilities.
Experience supporting executives and cross-functional teams.
Ability to manage multiple priorities in a fast-paced environment.
Strong attention to detail and follow-through.
Proficiency with Microsoft Office Suite, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
Ability to handle confidential information with professionalism and discretion.

Nice To Haves

Experience supporting governance, operations, strategy, project management, or marketing teams.
Experience with budget tracking, invoice processing, and purchase order management.
Demonstrated ability to improve administrative processes and operational efficiency.

Responsibilities

Manage executive calendars, scheduling, and meeting coordination.
Organize meeting logistics, including conference rooms, virtual meetings, and attendee coordination.
Maintain distribution lists, stakeholder contacts, and shared calendars.
Coordinate travel arrangements, expense reporting, and team administrative requests.
Support budget tracking, invoice processing, and purchase order management.
Schedule leadership, governance, and operational meetings.
Prepare agendas and distribute meeting materials.
Capture meeting notes, key decisions, and action items.
Maintain action logs and follow up on outstanding deliverables.
Coordinate follow-up meetings and related activities.
Draft and distribute meeting invitations, reminders, and follow-up communications.
Support leadership updates, team announcements, and governance communications.
Track communication deadlines and ensure timely delivery.
Review communications for accuracy, formatting, and distribution.
Coordinate administrative activities for projects and strategic initiatives.
Maintain project documentation, action logs, and participant records.
Support workshops, planning sessions, and stakeholder meetings.
Track deadlines and assist with document review and approval processes.
Maintain organized files, records, templates, and shared repositories.
Ensure document version control and proper storage practices.
Manage access permissions and archive outdated materials.
Protect confidential and sensitive information.