Administrative Coordinator

Ultimate Staffing; California (MO); On-site; USD 52,000 - 72,000; Full time

Job summary

Ultimate Staffing is seeking an Administrative Coordinator to support senior leadership within IT and Procurement, onsite. You will manage calendars, coordinate meetings, and handle executive communications, vendor scheduling, and documentation.

The role requires strong organization, discretion with confidential information, and proficiency in Microsoft 365; experience with cross-functional teams is a plus. Work is 100% onsite with standard weekday hours.

Qualifications

• Experience supporting senior leadership in IT or Procurement is preferred.
• Proficiency with Microsoft 365 applications and document management.
• Ability to manage confidential information with discretion.
• Familiarity with cross-functional coordination across departments.

Responsibilities

• Manage complex calendars and scheduling for leadership.
• Coordinate meetings, prepare materials, and track action items.
• Support communication between IT, Procurement, Finance, Legal, HR, Security, and vendors.
• Route approvals and ensure timely follow-up on key initiatives.
• Maintain documentation, reports, and project trackers.
• Assist with operational and administrative projects as needed.

Skills

Organizational skills

Multitasking

Attention to detail

MS 365 proficiency

Communication

Tools

ServiceNow

Monday.com

DocuSign

Concur

SAP

Job description

Schedule: Monday-Friday | 9:00 AM - 6:00 PM

Work Setting: 100% Onsite

We are seeking a highly organized Administrative Coordinator to support senior leadership within IT and Procurement. This role will be responsible for calendar management, meeting coordination, executive communications, vendor scheduling, documentation, and cross-functional coordination across multiple departments.

Responsibilities

• Manage complex calendars and scheduling for leadership.
• Coordinate meetings, prepare materials, and track action items.
• Support communication between IT, Procurement, Finance, Legal, HR, Security, and external vendors.
• Route approvals and ensure timely follow-up on key initiatives.
• Maintain documentation, reports, and project trackers.
• Assist with operational and administrative projects as needed.

Qualifications

• Previous administrative, coordinator, or executive support experience.
• Strong organizational and multitasking skills.
• High attention to detail and ability to handle confidential information.
• Proficiency with Microsoft 365 applications.

Preferred

• Experience supporting IT, Procurement, Finance, or Operations teams.
• Familiarity with ServiceNow, Monday.com, DocuSign, Concur, SAP, or similar tools.
• Experience with process documentation, SOPs, project tracking, or executive meeting preparation.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.