Executive Admin & Office Operations Coordinator

Headfarmer; Scottsdale (AZ); On-site; USD 42,000 - 54,000; Full time

Job summary

Headfarmer is seeking a highly organized Administrative Coordinator to support senior leadership and ensure smooth daily operations within a professional office environment in Scottsdale, AZ. The role involves coordinating executive administrative needs, meetings, events, and ensuring exceptional internal and external service.

The ideal candidate is proactive, detail-oriented, adaptable, and capable of managing multiple priorities while delivering top-notch accuracy and professionalism.

Qualifications

• High school diploma or equivalent required.
• Prior experience in administrative, office coordination, executive support, or customer-facing role preferred.
• Ability to obtain notary certification within the first few months of employment.
• Strong organizational and time-management skills with the ability to manage competing priorities.
• Excellent verbal and written communication skills.
• Proficiency with common business software applications and office technology.
• High attention to detail and commitment to accuracy.
• Demonstrated initiative, professionalism, and problem-solving ability.
• Ability to adapt to changing priorities and learn new systems quickly.

Responsibilities

• Serve as a primary point of contact for visitors and guests, ensuring a professional and welcoming office experience.
• Coordinate incoming and outgoing correspondence, packages, and deliveries.
• Maintain conference rooms and shared office spaces to ensure readiness for meetings and daily use.
• Assist with scheduling and management of shared office resources and calendars.
• Monitor office supplies and coordinate replenishment of inventory as needed.
• Support document preparation, filing, record maintenance, and general administrative projects.
• Assist with technology-related office needs and collaborate with internal resources to resolve issues.
• Provide notary services when required or obtain certification within a designated timeframe.
• Assist with planning and execution of internal meetings, training sessions, and company-sponsored events.
• Coordinate logistics including room setup, catering, audiovisual equipment, and meeting materials.
• Track event-related expenses and assist with invoice processing and budget monitoring.
• Ensure all event details are executed efficiently and professionally.
• Provide direct administrative support to senior leadership team members.
• Manage calendars, appointments, and scheduling priorities.
• Coordinate travel arrangements, registrations, accommodations, and related logistics.
• Prepare, edit, and proofread correspondence, presentations, and other business documents.
• Assist with expense reporting, reimbursements, and related administrative processes.

Skills

Organizational skills

Time-management

Verbal and written communication

Customer service orientation

Problem-solving

Adaptability

Education

High school diploma or equivalent

Tools

Office software (Microsoft Office)

Job description

Headfarmer is seeking a highly organized Administrative Coordinator to support senior leadership and ensure smooth daily operations within a professional office environment in Scottsdale, AZ. The role involves coordinating executive administrative needs, meetings, events, and ensuring exceptional internal and external service.

The ideal candidate is proactive, detail-oriented, adaptable, and capable of managing multiple priorities while delivering top-notch accuracy and professionalism.