Administrative Coordinator

Career Group; Emeryville (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Career Group in Emeryville seeks an Administrative Coordinator to support the COO and Investor Relations with day-to-day operations. The role requires strong organizational skills, discretion, and professionalism in a fast-paced environment.

The candidate will manage calendars, coordinate meetings across time zones, process expenses via SAP Concur, and draft correspondence while maintaining confidential records and supporting office operations.

Qualifications

• 3+ years of experience in administrative, coordination, or office operations roles.
• Strong proficiency with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
• Excellent organizational skills with strong attention to detail.
• Professional written and verbal communication abilities.
• Proven ability to handle confidential information with integrity and discretion.
• Experience supporting multiple senior stakeholders in a fast-paced environment.

Responsibilities

• Provide day-to-day administrative and operational support to senior leadership, including the COO and Investor Relations.
• Manage complex calendars and coordinate meetings across time zones.
• Prepare and process expense reports, reimbursements, and invoices using SAP Concur.
• Draft, proofread, and distribute internal and external correspondence.
• Track action items and ensure timely follow-up across internal workstreams.
• Handle sensitive information with discretion at all times.
• Assist with onboarding logistics for new hires and office events.
• Support office operations, vendor coordination, and facilities needs.

Skills

Microsoft Office

Communication

Organization

Discretion

Tools

SAP Concur

Notion

Job description

An investment management firm focused on healthcare investing is seeking an Administrative Coordinator to join its growing team in Emeryville. The firm operates with institutional standards and a culture centered on precision, discretion, and operational excellence. This is a foundational hire as the organization continues to scale and strengthen its administrative infrastructure.

This role is well suited for a highly organized, reliable professional who is comfortable supporting senior leadership in a fast-paced, high-expectations environment. The position works closely with the Chief Operating Officer and Investor Relations and requires a strong sense of judgment, professionalism, and confidentiality.

KEY RESPONSIBILITIES

Executive & Administrative Support

• Provide day-to-day administrative and operational support to senior leadership, including the Chief Operating Officer and Investor Relations team.
• Manage complex calendars and coordinate meetings across multiple time zones.
• Prepare and process expense reports, reimbursements, and invoices using SAP Concur.
• Draft, proofread, and distribute internal and external correspondence.
• Track action items and ensure timely follow-up across internal workstreams.
• Handle sensitive and confidential information with discretion at all times.

Office Operations

• Serve as a front-facing point of contact for visitors and guests, with potential to grow into primary office liaison responsibilities.
• Support the daily operational effectiveness of the office and maintain a professional working environment.
• Coordinate mail, deliveries, office logistics, and general facilities needs.
• Manage office supplies and maintain shared spaces including conference rooms and kitchen areas.
• Liaise with building management, vendors, and external IT providers as needed.
• Maintain accurate and organized administrative records and files.

Team & Event Support

• Assist with planning and execution of firm events, team gatherings, and offsite meetings.
• Support onboarding logistics for new hires, including workspace setup and vendor coordination.
• Assist with special projects and operational initiatives as assigned.

QUALIFICATIONS

• 3+ years of experience in an administrative, coordination, or office operations role.
• Strong proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
• Excellent organizational skills with strong attention to detail.
• Professional communication skills, both written and verbal.
• Proven ability to handle confidential information with integrity and discretion.
• Experience supporting multiple senior stakeholders in a fast-paced environment.
• Ability and willingness to work on-site 4–5 days per week.

Preferred

• Familiarity with Notion or similar productivity/project management tools.
• Experience with SAP Concur or comparable expense management systems.
• Prior experience in financial services, investment management, or professional services environments.
• Comfort adopting new technologies and workflow tools.

We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Initiative for Hiring.