Admin Coord III

Spectraforce Technologies, Inc.; Santa Monica (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Spectraforce Technologies, Inc. is seeking an Administrative Coordinator III in Santa Monica to provide high-level administrative and operational support to senior leaders and cross-functional teams within Process Development.

You will manage executive calendars, coordinate meetings and travel, and drive onboarding and offboarding activities. This role serves as a key point of coordination across multiple functions, requiring strong organizational and communication skills, attention to

Qualifications

• Bachelor's degree or equivalent experience preferred.
• Experience supporting senior executives, directors, or leadership teams in a corporate environment.
• Strong organizational, communication, and project coordination skills.
• Proficiency with Microsoft 365 applications, including Outlook, Teams, PowerPoint, Excel, and SharePoint.
• Ability to manage multiple priorities, maintain confidentiality, and work effectively in a fast-paced environment.

Responsibilities

• Manage complex calendars, meeting logistics, travel arrangements, and expense reporting for senior leaders.
• Coordinate leadership team meetings, prepare agendas, capture action items, and track follow-up activities.
• Support department communications, presentations, organizational announcements, and team events.
• Facilitate employee and contractor onboarding, offboarding, transfers, and organizational changes.
• Maintain organizational charts, distribution lists, team repositories, and administrative records.
• Coordinate cross-functional activities, leadership reviews, all-hands meetings, and special projects.
• Serve as a liaison between leaders, employees, contractors, and business partners to ensure timely communication and issue resolution.
• Support continuous improvement of administrative processes, tools, and operational workflows.

Skills

Calendar management

Executive support

Communication

Project coordination

Cross-functional coordination

Education

Bachelor's degree or equivalent experience

Tools

Outlook

Teams

PowerPoint

Excel

SharePoint

Job description

Job Title: Admin Coord III

Duration: 11+ Months

Location: Santa Monica, CA 90404

Position Summary

The Administrative Coordinator provides high-level administrative and operational support to senior leaders and cross-functional teams within Process Development. This role is responsible for managing executive calendars, coordinating meetings and events, supporting organizational communications, facilitating onboarding and offboarding activities, and driving administrative processes that enable efficient team operations. The position serves as a key point of coordination across multiple functions and stakeholders, ensuring effective execution of business priorities.

Key Responsibilities

• Manage complex calendars, meeting logistics, travel arrangements, and expense reporting for senior leaders.
• Coordinate leadership team meetings, prepare agendas, capture action items, and track follow-up activities.
• Support department communications, presentations, organizational announcements, and team events.
• Facilitate employee and contractor onboarding, offboarding, transfers, and organizational changes.
• Maintain organizational charts, distribution lists, team repositories, and administrative records.
• Coordinate cross-functional activities, leadership reviews, all-hands meetings, and special projects.
• Serve as a liaison between leaders, employees, contractors, and business partners to ensure timely communication and issue resolution.
• Support continuous improvement of administrative processes, tools, and operational workflows.

Qualifications

• Bachelor's degree or equivalent experience preferred.
• Experience supporting senior executives, directors, or leadership teams in a corporate environment.
• Strong organizational, communication, and project coordination skills.
• Proficiency with Microsoft 365 applications, including Outlook, Teams, PowerPoint, Excel, and SharePoint.
• Ability to manage multiple priorities, maintain confidentiality, and work effectively in a fast-paced environment.