Administrative Coordinator

Jobtailor; Phoenix (AZ); On-site; USD 42,000 - 55,000; Full time

Job summary

Jobtailor is seeking a proactive Executive/Administrative Assistant to support the Owner with calendar management, travel logistics, and confidential project tasks.

You will act as gatekeeper, handle routine requests, coordinate meetings, and maintain organized records, enabling the Owner to focus on strategic priorities.

Qualifications

• 1-2+ years in administrative, coordinator, or executive support roles.
• Strong organizational skills and attention to detail.
• Comfortable acting as gatekeeper and using judgment on Owner's attention needs.
• Experience booking travel and managing logistics.
• Trustworthy with personal and confidential matters.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office / Google Workspace.
• Flexible and adaptable to varying needs.

Responsibilities

• Assist the Owner with personal and professional paperwork, filing, and document organization.
• Manage scheduling and calendar; coordinate meetings and appointments.
• Arrange company travel, including flights, hotels, rental cars, and logistics.
• Serve as a first point of contact for Owner requests; reroute or summarize non-urgent matters.
• Field routine inquiries to reduce direct emails to the Owner.
• Respond to team questions about company information or Owner availability.
• Provide general administrative support on projects as needed.
• Maintain confidentiality and discretion regarding sensitive information.

Skills

Administrative Support

Travel Booking

Microsoft Office Proficiency

Written and Verbal Communication

Organizational Skills

Tools

Google Workspace

Job description

• Assist the Owner with personal and professional paperwork, filing, and document organization
• Manage the Owner's scheduling and calendar, coordinating meetings and appointments
• Arrange company travel, including booking flights, hotels, rental cars, and other logistics
• Serve as a first point of contact for requests directed to the Owner, handling matters that do not require her direct attention and rerouting or summarizing matters that do
• Reduce the volume of direct emails and requests reaching the Owner by fielding routine matters
• Respond to team members' general questions about company information or the Owner's availability
• Support day-to-day tasks and errands as needed
• Keep documents, records, and information organized and accessible
• Provide general administrative support on projects as they arise
• Maintain confidentiality and discretion regarding sensitive business and personal information

Requirements

• 1-2+ years of experience in an administrative, coordinator, or executive support role
• Strong organizational skills and attention to detail
• Comfortable acting as a gatekeeper/filter and using good judgment on what needs the Owner's attention
• Experience booking travel and managing logistics
• Trustworthy and comfortable handling personal and confidential matters
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office / Google Workspace
• Flexible and able to adapt to varying needs

Core Competencies

Demonstrates strong organizational skills and attention to detail while managing scheduling, travel logistics, and confidential information. Proficient in providing administrative support and acting as a gatekeeper for effective communication and task management.

Highest-signal resume keywords

• Administrative Support Experience
• Travel Booking and Logistics Management
• Microsoft Office Proficiency
• Excellent Written and Verbal Communication
• Strong Organizational Skills

ATS Optimization Keywords

Hard Skills

• Document Organization
• Scheduling Management
• Travel Arrangement
• Logistics Coordination
• Email Management

Soft Skills

• Attention to Detail
• Judgment and Discretion
• Flexibility and Adaptability
• Trustworthiness

Industry Keywords

• Executive Support
• Confidentiality
• Gatekeeper Role

Tools & Technologies

• Google Workspace