Administrative Coordinator Assistant

Ultimate Staffing Services; Boca Raton (FL); On-site; USD 40,000 - 60,000; Full time

Job summary

Ultimate Staffing Services seeks an Office Coordinator & Executive Support professional to ensure efficient office operations and provide high-level support to senior leadership. Responsibilities include managing calendars, arranging travel, handling expenses, and coordinating special projects within a professional, organized environment.

This role involves coordinating visitors, vendors, and internal communications, overseeing office supplies and facilities, and serving as a trusted contact for

Qualifications

• Experience providing executive support to senior leaders.
• Strong calendar management and scheduling experience.
• Demonstrated ability to coordinate domestic and international travel.
• Vendor management and facility/office operations experience.

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

Vendor management

Office administration

Tools

Microsoft Office

G Suite

Job description

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.

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.