Administrative Assistant & Office Coordinator

Athletes First, LLC; Laguna Hills (CA); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical, Dental, Vision & Life

401k Retirement Plan

Cell Phone Reimbursement

Flexible PTO

Exposure to elite NFL athletes

Job summary

Athletes First is seeking a polished, proactive Office Coordinator & Administrative Assistant to support the CEO and keep our Laguna Hills office running smoothly. This in-office, entry-level role offers hands-on exposure to the sports representation industry and a chance to grow.

You will coordinate calendars, prepare materials, assist travel, and help manage day-to-day office operations while learning from senior leaders.

Qualifications

• 0-2 years of administrative or office experience (internships count)
• Bachelor's degree preferred but not required
• Interest in sports, entertainment, or talent representation is a plus
• Familiarity with AI tools and eager to learn new technology
• Strong organizational skills and attention to detail
• Professional communication skills, both written and verbal
• Proficient in Microsoft Office / Google Workspace

Responsibilities

• Assist with calendar coordination and meeting logistics for the CEO and senior leadership
• Prepare correspondence, meeting materials, and basic presentations
• Serve as a professional first point of contact for visitors, calls, and inquiries
• Support travel arrangements (booking, itineraries, confirmations) under leadership guidance
• Process and organize expense reports with accuracy
• Handle sensitive documents with discretion and confidentiality
• Maintain day-to-day office operations, including supplies, mail, and equipment
• Coordinate with building management, IT, and vendors on routine requests
• Help plan and execute office events and culture initiatives
• Track office expenses and flag cost-saving opportunities

Skills

Strong organizational skills

Attention to detail

Polished communication

Positive, upbeat attitude

Eager to learn

Education

Bachelor's degree preferred

Tools

Microsoft Office

Google Workspace

Claude

Notion AI

Microsoft Copilot

Job description

ADMINISTRATIVE ASSISTANT & OFFICE COORDINATOR

Reports To: CEO

Location: A1 Corporate Office – Laguna Hills, CA

About Athletes First

Athletes First is a full-service athlete management firm that has been representing elite NFL players since its inception in 2001. Based in Southern California, with satellite offices in New York City, NY, Gainesville, FL, and Atlanta, GA. Athletes First is a staple in the sports representation business. Over the years, we've created a culture built around the two key components of our industry: exude extreme power while remaining intimately personal. Our mission is simple: Do the right things, with the right people, for the right reasons.

Role Overview

We are looking for a polished, proactive, and detail-oriented Office Coordinator & Administrative Assistant to help keep our Laguna Hills corporate office running smoothly. This is an in-office, entry-level role that provides administrative support to the CEO and senior leadership while also owning day-to-day office operations. It's a great opportunity for someone early in their career to gain hands-on exposure to the sports representation industry. The ideal candidate is organized, dependable, eager to learn, and brings a positive, can-do attitude to every task.

Key Responsibilities & Duties

Administrative & Executive Support

• Assist with calendar coordination and meeting logistics for the CEO and senior leadership

• Prepare correspondence, meeting materials, and basic presentations as directed

• Serve as a warm, professional first point of contact for visitors, calls, and general inquiries

• Support travel arrangements (booking, itineraries, confirmations) under guidance from leadership

• Process and organize expense reports, checking for accuracy before submission

• Handle sensitive documents and information with discretion and confidentiality

Office Management

• Maintain day-to-day office operations, including supplies, mail, and equipment

• Coordinate with building management, IT, and vendors on routine requests and service needs

• Help plan and execute office events, team celebrations, and culture initiatives

• Track office expenses and flag basic cost-saving opportunities

Qualifications

• 0-2 years of administrative, office, or customer service experience (internships count)

• Bachelor's degree preferred, not required

• Interest in sports, entertainment, or talent representation a plus

• Familiarity with AI tools (e.g., Claude, Notion AI, Microsoft Copilot) and eagerness to learn new technology

• Strong organizational skills and great attention to detail

• Warm, approachable, and upbeat - brings positive energy to the office

• Polished and professional communication skills, both written and verbal

• Proficient in Microsoft Office / Google Workspace

What We Offer

• Medical, Dental, Vision & Life Insurance

• 401k Retirement Plan

• Cell Phone Reimbursement

• Flexible PTO - we trust you to get the job done and take the time you need

• Exposure to the highest levels of professional sports and a front-row seat working alongside elite NFL athletes, coaches, and front office executives

Athletes First is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.