Office Coordinator

RemotelyHR • Newport Beach, CA

5h • $30 - $35 • Onsite

About The Position

We are seeking an experienced Office Coordinator to provide strategic and administrative support for our senior executives and consultants, manage our CRM, provide administrative and receptionist support, and manage day-to-day office tasks. This role requires exceptional organizational skills, proactive problem-solving, and the ability to manage complex priorities in a fast-paced environment.

Requirements

• 4+ years of office coordination and administrative support experience.
• Proven track record in high-pressure, dynamic environments.
• Bachelor’s degree preferred; equivalent experience considered.
• Proficiency in Microsoft Office Suite, SharePoint, and project management tools.
• Familiarity with virtual collaboration platforms (Teams, Zoom).
• Advanced organizational and time-management skills.
• Strong written and verbal communication abilities.
• High level of discretion and integrity.
• Proactive problem-solving and decision-making skills.

Nice To Haves

• Strong interpersonal skills and emotional intelligence.
• Adaptability to shifting priorities and last-minute changes.
• Strong work ethic, attention to detail, and the ability to work both independently and as part of a collaborative team.

Responsibilities

• Assist in scheduling/coordinating calendars of senior executives, which includesclient meetings as well as internal meetings.
• Manage complex calendars and prioritize meetings across multiple time zones.
• Coordinate domestic and international travel arrangements.
• Prepare presentations, reports, and briefing materials.
• Act as a liaison between executives and internal/external stakeholders.
• Organize board meetings, off-site meetings, and internal meetings.
• Handle confidential information with the utmost discretion.
• Lead or assist with special projects, research, and cross-functional initiatives.
• Manage expense reports and assist with budget tracking.
• Assist with marketing initiatives, such as maintaining up-to-date materials and tracking of RFP data.
• Provide comprehensive support for the Chairman’s personal investment portfolio, such as ensuring the signing of financial documents, managing correspondence and agreements, and timely handling of all related paperwork.
• Responsible for maintaining the ticket process, which includes the creation and tracking of completed tasks for client agreements (new, revised, terminated).
• Answer incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.
• Receives, sorts, and routes mail.
• Order, receive, and maintain office supplies.
• Responsible for catering for office meetings, trainings, and events.
• Keep kitchen supplied with drinks and snacks.
• Assists with planning and coordinating internal company events such as happy hours, annual holiday party and annual Canterbury Day.
• Responsible for maintaining company’s CRM system, which includes tracking the onboarding of new clients and ensuring all client changes are updated timely.
• Responsible for communicating all relevant information to each department.

Benefits

• Benefits package includes: medical, dental, life, disability, and vision insurance
• 401k program with a company match
• Profit sharing plan
• 12 paid holidays and 17 days of paid time off the first year of employment
• Flexible schedule options

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level