Office Coordinator
About The Position
The Office Coordinator will serve as the primary administrative partner to the CEO, providing high-level executive support through calendar management, meeting preparation, documentation, and day-to-day coordination. This role ensures the CEO’s priorities and activities run smoothly and efficiently. In addition to executive support, the Office Coordinator will oversee essential office functions, including HR administration, payroll coordination, basic accounting support, and general operational tasks that keep the organization running effectively. The role will also assist departments such as Business Development, Marketing, and Finance as needed to support company-wide initiatives. This position requires strong organizational skills, excellent communication, and the ability to manage multiple responsibilities with professionalism and discretion.
Requirements
- Excellent verbal and written communication skills.
- Exceptional organizational abilities and attention to detail.
- Strong analytical and problem-solving skills.
- Ability to prioritize tasks and manage multiple responsibilities.
- Demonstrated integrity, professionalism, and ability to maintain confidentiality.
- Proficiency in Microsoft Office Suite, QuickBooks, and related software.
- Associate degree highly recommended.
- Minimum of 3 years in a fast-paced administrative, operations, or executive support role.
- Actively listen.
- Ask clarifying questions to ensure understanding.
- Clearly convey information and instructions in both written and verbal form.
- Intermediate understanding of mathematical processes.
- This position requires the ability to process complex information, prioritize deadlines, and communicate effectively with clients and coworkers to create meaning, value, and positive outcomes in each interaction.
- Occasional lifting of up to 15 lbs.
- Ability to sit for extended periods, work at a computer, and type for long durations.
- Valid driver’s license, good driving record, and access to a working vehicle.
Responsibilities
- Provide direct support to the CEO through calendar and email management.
- Prepare materials for CEO meetings, including agendas, documentation, and follow-up communication.
- Coordinate travel, event planning, reservations, and logistics for onsite and offsite activities.
- Attend select on and off-site events or meetings (estimated up to 12 annually) to assist with preparation, note-taking, and follow-up tasks.
- Maintain confidentiality and exercise sound judgment in all matters relating to CEO and company information.
- Coordinate internal HR processes including onboarding support and assisting with routine employee-related tasks.
- Support payroll processing activities by gathering needed information, entering data, and assisting the accounting team with applicable tasks.
- Serve as a back-up for necessary internal Accounting and Human Resources functions.
- Maintain routine departmental meetings through scheduling, agenda preparation, and KPI tracking.
- Attend client meetings (virtual, pre-recorded, or in-person) to take notes and provide post-meeting follow-up.
- Serve as logistical support for FCFO’s as needed.
- Support Business Development and Marketing through tasks such as CRM updates, outreach emails, and basic marketing support.
- Participate in limited networking events as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
