Executive Admin & Operations Coordinator

simera-talent; San Francisco (CA); Remote; USD 55,000 - 70,000; Full time

Job summary

Simera is seeking an organized Administrative Coordinator to oversee daily administrative activities, coordinate schedules, and ensure smooth internal processes. The role involves supporting multiple teams, managing calendars, and handling documents across departments.

The ideal candidate will be detail-oriented, proactive, and capable of juggling priorities while maintaining confidentiality and professional discretion in a remote work environment.

Qualifications

• Previous experience in administrative coordination or office administration.
• Experience coordinating schedules, meetings, documents, and administrative processes.
• Strong computer and digital skills.
• Ability to work independently and collaborate effectively with remote teams.
• English proficiency is required if coordinating with English-speaking teams, clients, or stakeholders.

Responsibilities

• Coordinate daily administrative activities and support business operations.
• Manage calendars, meetings, appointments, and schedules.
• Coordinate communication and information between internal teams and external contacts.
• Organize and maintain digital files, documents, records, and databases.
• Prepare, update, and distribute reports, presentations, spreadsheets, and other documents.
• Monitor administrative tasks, deadlines, and follow-ups to ensure timely completion.
• Assist with onboarding, team coordination, and other internal administrative processes.
• Manage routine emails, requests, and inquiries and ensure they are directed to the appropriate person or team.
• Coordinate meetings, calls, events, and other business activities.
• Assist with invoices, expense tracking, purchase requests, and other administrative processes when required.
• Maintain accurate records and ensure information is properly documented and organized.
• Identify process gaps and recommend improvements to increase administrative efficiency.
• Support managers and team members with operational and administrative needs.
• Maintain confidentiality when handling sensitive company and business information.
• Ensure administrative procedures and company policies are consistently followed.

Skills

Excellent communication

Strong organizational skills

Time management

Multitasking

Detail-oriented

Google Workspace / MS Office

Remote collaboration

Documentation

Record-keeping

Tools

Google Workspace

Microsoft Office

Project management tools

Job description

Simera is seeking an organized Administrative Coordinator to oversee daily administrative activities, coordinate schedules, and ensure smooth internal processes. The role involves supporting multiple teams, managing calendars, and handling documents across departments.

The ideal candidate will be detail-oriented, proactive, and capable of juggling priorities while maintaining confidentiality and professional discretion in a remote work environment.