Executive Assistant & Office Coordinator

Scion Staffing, Inc.; Burlingame (CA); Hybrid; USD 63,000 - 89,000; Full time

Job summary

Scion Staffing, Inc. in Burlingame, California seeks an experienced Executive Assistant & Office Coordinator for a full-time, hybrid, contract-to-hire role.

You will support senior executives and oversee daily office operations in a fast-paced environment. Ideal candidates have 10+ years of executive support experience, exceptional attention to detail, and the ability to manage competing priorities while coordinating travel, meetings, and vendor relationships.

Qualifications

• 10+ years of experience in executive assistance, administrative support, office coordination, or related roles.
• Experience supporting senior-level executives and managing complex calendars.
• Strong background in office operations, facilities coordination, and vendor management.

Responsibilities

• Provide high-level administrative support to senior executives, including calendar management and meeting coordination.
• Coordinate domestic and international travel, itineraries, and logistics.
• Manage executive expense reports and corporate card documentation.
• Prepare and proofread presentations, correspondence, and business documents.
• Coordinate meetings, conferences, and executive engagements.
• Handle sensitive information with professionalism and discretion.
• Anticipate executive needs and manage shifting priorities.

Skills

Executive support

Calendar management

Travel arrangements

Office operations

Vendor management

Discretion

Job description

Scion Staffing is excited to partner with a growing organization in the life sciences industry to identify an experienced Executive Assistant & Office Coordinator for a full-time, hybrid, contract-to-hire opportunity in Burlingame, California. This is an excellent opportunity for a highly organized, proactive administrative professional who enjoys supporting senior executives while independently overseeing daily office operations. The ideal candidate brings extensive executive support experience, exceptional attention to detail, and the ability to manage competing priorities in a fast-paced, collaborative environment.

Key Responsibilities

• Executive & Administrative Support Provide high-level administrative support to senior executives, including complex calendar management, scheduling, and meeting coordination.
• Coordinate domestic and international travel arrangements, itineraries, and logistics.
• Manage executive expense reports, corporate card documentation, and related administrative processes.
• Prepare and proofread presentations, correspondence, spreadsheets, and business documents.
• Coordinate internal and external meetings, conferences, and executive engagements.
• Handle sensitive and confidential information with professionalism and discretion.
• Anticipate executive needs, proactively resolve scheduling conflicts, and manage shifting priorities.

Office Management & Operations

• Oversee daily office operations and serve as the primary onsite point of contact.
• Coordinate office supplies, equipment, facilities maintenance, and vendor relationships.
• Partner with building management and external service providers to ensure smooth workplace operations.
• Manage office access, workspace arrangements, deliveries, and administrative requests.
• Coordinate employee events, office celebrations, team meetings, and onsite activities.
• Support new-hire office logistics and maintain a welcoming, organized workplace.
• Assist with conference planning, event logistics, catering, and vendor coordination.

Qualifications

• 10+ years of experience in executive assistance, administrative support, office coordination, or related roles.
• Demonstrated experience supporting senior-level executives and managing complex calendars.
• Strong background in office operations, facilities coordination, and vendor management.

Compensation & Benefits

• Pay Rate: $55 per hour
• Schedule: Full-time, 40 hours per week
• Employment Type: Contract-to-hire
• Work Arrangement: Hybrid, with 2 designated onsite days in Burlingame

About the Employer

Scion Nonprofit Staffing is an equal opportunity employer and service provider and does not discriminate based on race, religion, gender, gender identity, national origin, citizenship status, sexual orientation, disability, political affiliation, or any other protected class.

We are committed to the principles of Equal Opportunity Employment and are dedicated to making employment decisions based on merit and value, for ourselves, our client companies, and the candidates we represent.

For opportunities located in a region that has enacted fair chance, arrest, or conviction-based employment ordinances, Scion Nonprofit Staffing proactively follows the enacted guidance and considers for employment all qualified applications with arrest and conviction records.

We engage in socially conscious business practices and believe that diverse, equitable, inclusive, and non-biased talent and recruitment processes are foundational to the success of Scion as well as every client organization with whom we partner.