Administrative Coordinator

Elantis; Torrance (CA); On-site; USD 70,000 - 90,000; Full time

Job summary

Elantis is seeking an Administrative Coordinator to provide administrative, organizational, and coordination support to the Enterprise Marketing & Partnerships team. You will help ensure cross-functional meetings, communications, documentation, and team activities are organized, completed, and maintained efficiently.

The ideal candidate will be proactive, detail-oriented, and capable of handling sensitive information while coordinating executive schedules and ensuring smooth internal

Qualifications

• Bachelor’s degree in business administration or related field.
• 5+ years of relevant experience.
• Experience coordinating meetings and calendars.
• Proficiency with Microsoft Office applications and SharePoint.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage calendars, scheduling, and meeting invitations.
• Coordinate recurring governance, leadership, and team meetings.
• Organize meeting logistics, including conference rooms, virtual meeting links, and participant availability.
• Maintain team distribution lists, stakeholder contacts, and shared calendars.
• Support travel arrangements and expense submissions as needed.
• Assist with general administrative requests and team activities.
• Assist with budget tracking, invoice processing, and PO management. Liaise with finance teams to ensure compliance and timely payments
• Capture meeting minutes, decisions, and key discussion points.
• Document action items, owners, and due dates.
• Maintain action-item and decision logs.
• Follow up with action owners and communicate overdue or at-risk items.
• Schedule follow-up meetings and activities as needed.
• Maintain organized team files, meeting records, templates, and shared repositories.
• Apply consistent file-naming and version-control practices.
• Ensure approved documents are stored in the appropriate location.
• Maintain appropriate document access and permissions.
• Archive outdated materials in accordance with organizational requirements.
• Protect confidential and sensitive information.

Skills

Organizational skills

Time management

Communication

Multitasking

Attention to detail

Confidentiality

Stakeholder management

Meeting coordination

Professionalism

Education

Bachelor’s degree in business administration or related field

Tools

Outlook

Teams

Word

Excel

PowerPoint

SharePoint

Job description

The Administrative Coordinator provides administrative, organizational, and coordination support to the Enterprise Marketing & Partnerships team. This role helps ensure cross-functional meetings, communications, documentation, and team activities are organized, completed, and maintained effectively. This role is ideal for a highly capable professional, someone who thrives in a fast-paced, high-stakes environment and is eager to take on both core admin duties and advanced coordination responsibilities. The ideal candidate will be proactive, detail-oriented, and capable of managing multiple tasks efficiently. This role involves handling sensitive information, coordinating executive schedules, and ensuring smooth communication within the organization.

Key Responsibilities

Administrative Support

• Manage calendars, scheduling, and meeting invitations, often on behalf of multiple executives.
• Coordinate recurring governance, leadership, and team meetings.
• Organize meeting logistics, including conference rooms, virtual meeting links, and participant availability.
• Maintain team distribution lists, stakeholder contacts, and shared calendars.
• Support travel arrangements and expense submissions as needed.
• Assist with general administrative requests and team activities.
• Assist with budget tracking, invoice processing, and purchase order (PO) management. Liaise with finance teams to ensure compliance and timely payments

Meeting and Governance Coordination

• Schedule governance reviews, operational meetings, and working sessions.
• Prepare meeting agendas in partnership with meeting owners.
• Collect, organize, and distribute meeting materials.
• Capture meeting minutes, decisions, and key discussion points.
• Document action items, owners, and due dates.
• Maintain action-item and decision logs.
• Follow up with action owners and communicate overdue or at-risk items.
• Schedule follow-up meetings and activities as needed.

Communication Support

• Draft and distribute meeting invitations, reminders, and follow-up communications.
• Support governance updates, team announcements, and leadership communications.
• Maintain communication schedules and track deliverables.
• Review communications for accuracy, formatting, links, attachments, and distribution lists.
• Obtain required approvals before distributing communications.

Project and Initiative Support

• Coordinate meetings and administrative activities for team projects and strategic initiatives.
• Maintain project files, participant lists, action logs, and supporting documentation.
• Assist with workshops, planning sessions, and stakeholder meetings.
• Track administrative deadlines and follow-up activities.
• Support document review and approval processes.

Document and Records Management

• Maintain organized team files, meeting records, templates, and shared repositories.
• Apply consistent file-naming and version-control practices.
• Ensure approved documents are stored in the appropriate location.
• Maintain appropriate document access and permissions.
• Archive outdated materials in accordance with organizational requirements.
• Protect confidential and sensitive information.

Core Expectations

The Administrative Coordinator/Support is expected to:

• Provide timely, accurate, and professional administrative support.
• Communicate clearly and respectfully with executives, team members, and stakeholders.
• Manage multiple priorities and deadlines effectively.
• Anticipate scheduling, meeting, and documentation needs.
• Maintain confidentiality and exercise discretion.
• Follow up consistently on commitments and outstanding requests.
• Escalate scheduling conflicts, overdue actions, missing materials, or other concerns as appropriate.
• Maintain accurate, accessible, and well-organized records.
• Identify opportunities to improve administrative processes and team efficiency.

Preferred Skills and Qualifications

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and follow-through.
• Experience coordinating meetings, calendars, and administrative activities.
• Ability to work professionally with leaders and cross-functional stakeholders.
• Proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and related collaboration tools.
• Ability to handle confidential information with discretion.
• Experience supporting governance, operations, strategy, or project teams is preferred.
• Minimum Educational Qualifications: Bachelor’s degree in business administration or related field.
• Minimum Experience: 5+ years of relevant experience