Administrative Coordinator Assistant

Ultimate Staffing Services; Boca Raton (FL); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Fully paid Benefits

Job summary

Ultimate Staffing Services is seeking an Administrative Coordinator Assistant in Boca Raton to support the President/Partner and leadership team with calendar management, travel coordination, meetings, and special projects.

You will oversee office operations, coordinate travel, manage expenses, and serve as the primary communications hub for visitors, vendors, and staff, ensuring a professional and organized workplace.

Qualifications

• Experience providing executive support and scheduling for senior leadership.
• Ability to coordinate complex domestic and international travel itineraries.
• Proficient in handling expense reports and confidential information.

Responsibilities

• Provide comprehensive executive support to the President/Partner and leadership team, including calendar management, travel coordination, meeting scheduling, and special projects.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and last-minute schedule changes.
• Manage executive expense reporting and ensure timely collection, documentation, and submission of receipts and supporting materials.
• Maintain professional and efficient office operations, ensuring a productive and well-organized work environment. Serve as the primary point of contact for office visitors, vendors, and callers, delivering exceptional customer service and professionalism.
• Coordinate conference room scheduling, meeting logistics, and office technology readiness to support internal and external meetings.
• Prepare, distribute, and manage firmwide communications, including announcements, employee updates, and organizational notices.
• Oversee office supply inventory, kitchen supplies, equipment tracking, and facility-related maintenance requests.
• Maintain accurate records, filing systems, operational logs, inventories, PTO schedules, and other administrative documentation.
• Coordinate with IT service providers to resolve technology-related issues and support employee technology needs.
• Manage relationships with property management, vendors, and external service providers to address office and building requirements.
• Process, distribute, and track incoming mail, invoices, tax documents, and other business correspondence.
• Support onboarding activities and help maintain awareness of organizational structure, portfolio companies, and key business contacts.
• Assist team members with administrative requests, travel arrangements, event coordination, and general office support.
• Provide backup coverage and collaborate closely with colleagues to ensure seamless support for executives and business operations.
• Anticipate needs, prioritize competing responsibilities, and proactively resolve issues to minimize disruptions and improve efficiency.
• Handle sensitive and confidential business information with discretion, professionalism, and sound judgment.

Skills

Executive support

Calendar management

Travel coordination

Expense reporting

Vendor management

Office administration

Communication

Tools

Microsoft Office

IT liaison

Job description

Administrative Coordinator Assistant (JN -092026-431219) Boca Raton, Florida

Salary: USD60000 - USD75000 per year + Fully paid Benefits

The Office Coordinator & Executive Support professional serves as a key administrative resource responsible for ensuring the efficient operation of the office while providing high-level support to executive leadership. This role manages executive calendars, travel arrangements, scheduling, expense reporting, and special projects, while acting as a trusted partner in coordinating day-to-day business activities and confidential matters.

In addition to executive support, the position oversees office administration functions, including visitor reception, conference room coordination, vendor management, office supplies, facilities support, inventory tracking, and internal communications. The role serves as a central point of contact for employees, guests, property management, and IT support, helping maintain a professional, organized, and productive work environment.

Key Responsibilities

• Provide comprehensive executive support to the President/Partner and leadership team, including calendar management, travel coordination, meeting scheduling, and special projects.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and last-minute schedule changes.
• Manage executive expense reporting and ensure timely collection, documentation, and submission of receipts and supporting materials.
• Maintain professional and efficient office operations, ensuring a productive and well-organized work environment.Serve as the primary point of contact for office visitors, vendors, and callers, delivering exceptional customer service and professionalism.
• Coordinate conference room scheduling, meeting logistics, and office technology readiness to support internal and external meetings.
• Prepare, distribute, and manage firmwide communications, including announcements, employee updates, and organizational notices.
• Oversee office supply inventory, kitchen supplies, equipment tracking, and facility-related maintenance requests.
• Maintain accurate records, filing systems, operational logs, inventories, PTO schedules, and other administrative documentation.
• Coordinate with IT service providers to resolve technology-related issues and support employee technology needs.
• Manage relationships with property management, vendors, and external service providers to address office and building requirements.
• Process, distribute, and track incoming mail, invoices, tax documents, and other business correspondence.
• Support onboarding activities and help maintain awareness of organizational structure, portfolio companies, and key business contacts.
• Assist team members with administrative requests, travel arrangements, event coordination, and general office support.
• Provide backup coverage and collaborate closely with colleagues to ensure seamless support for executives and business operations.
• Anticipate needs, prioritize competing responsibilities, and proactively resolve issues to minimize disruptions and improve efficiency.
• Handle sensitive and confidential business information with discretion, professionalism, and sound judgment.