Executive Assistant & Office Coordinator

Ingram Micro Inc; Scottsdale (AZ); Hybrid; USD 66,000 - 106,000; Full time

Benefits offered by this job

Healthcare benefits

Paid time off

401(k) with company match

Disability coverage

Life insurance

Wellbeing benefits

Job summary

Ingram Micro Inc. is seeking an organized Executive Assistant and Office Coordinator to support two to four leaders and manage Scottsdale office operations.

The role balances executive priorities with hands-on office coordination to keep the workplace running smoothly. The successful candidate will have 5–7 years of experience in similar roles, strong communication skills, and proficiency with MS Office, calendar management, and facilities coordination across time zones.

Qualifications

• Bachelor’s degree preferred, or equivalent combination of education and relevant experience.
• Minimum of 5–7 years of experience in executive administrative support, office coordination, facilities coordination, or a related role.
• Experience supporting multiple executives, including leaders located remotely or across different time zones.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, service requests, and follow-up items simultaneously.
• Excellent written and verbal communication skills, with a professional and customer-service-oriented approach.
• Proficiency with Microsoft Office tools, calendar management, expense systems, ticketing processes, and general office technology.
• Ability to work independently, exercise good judgment, and elevate issues appropriately.
• High level of discretion, professionalism, reliability, and attention to detail.
• Proactive and resourceful, with a strong sense of ownership for both executive and office needs.
• Service-minded and approachable, with the ability to build positive relationships with executives, employees, vendors, and building partners.
• Comfortable handling both strategic administrative support and hands-on office coordination tasks.

Responsibilities

• Provide high-quality executive administrative support to two to four executives located remotely or across time zones. Manage calendars, travel, expense reporting, and day-to-day priorities; prepare materials, agendas, and follow-up items.
• Coordinate day-to-day office needs: supplies, mail, deliveries, postage, and office logistics; oversee copy room and badges; support office setup and workspace needs.
• Serve as primary contact for on-site service providers and vendors; track IT, facilities tickets, and service requests; schedule recurring services and maintenance; manage invoices and accounts payable related to office services.

Skills

Organization

Communication

Customer service

Independent work

Discretion

Relationship building

Problem solving

Education

Bachelor’s degree

Tools

Microsoft Office

Expense systems

Ticketing systems

Job description

Accelerate your career. Join the organization that's driving the world's technology and shape the future. Ingram Micro is a leading technology company for the global information technology ecosystem. With the ability to reach nearly 90% of the global population, we play a vital role in the worldwide IT sales channel, bringing products and services from technology manufacturers and cloud providers to business-to-business technology experts. Our market reach, diverse solutions and services portfolio, and digital platform Ingram Micro Xvantage™ set us apart. Let’s shape tomorrow - it’ll be a fun journey! Learn more at www.ingrammicro.com

Hybrid: Requires minimum 3 days onsite

Position Summary

We are seeking a highly organized, proactive, and service-oriented Executive Assistant and Office Coordinator to provide executive administrative support to approximately two to four leaders located in remote or geographically dispersed locations, while also coordinating the day-to-day operational needs of the local Scottsdale, AZ office. This role requires strong judgment, exceptional follow-through, and the ability to balance executive priorities with hands-on office coordination responsibilities. The ideal candidate is polished, resourceful, detail-oriented, and comfortable serving as a trusted point of contact for executives, employees, vendors, and internal support teams.

Why Join Us

This is a visible and important role for someone who enjoys keeping leaders and office operations running smoothly. The Executive Assistant and Office Coordinator will help executives stay focused on critical priorities while ensuring the local office environment is well maintained, organized, and responsive to employee and business needs.

Your Role

• Executive Administrative Support Provide high-quality administrative support to approximately two to four executives located in remote or geographically dispersed locations. Manage complex calendars, meeting schedules, travel arrangements, expense reporting, and day-to-day administrative priorities. Prepare, organize, and distribute meeting materials, agendas, presentations, and follow-up items as needed. Anticipate executive needs, proactively resolve scheduling conflicts, and help leaders stay focused on their highest-priority activities. Draft, review, and edit correspondence and communications with accuracy, professionalism, and discretion. Maintain confidentiality and handle sensitive business and employee information with sound judgment and integrity.
• Office Coordination and Daily Operations Coordinate day-to-day office needs to ensure the workplace remains organized, functional, and well supplied. Order, receive, restock, and put away coffee, cleaning supplies, office supplies, and other workplace materials. Manage mail, deliveries, incoming shipments, postage, shipping, and related office logistics. Oversee copy room organization, maintenance requests, supplies, and equipment readiness. Coordinate employee badges, office access needs, and related site support processes. Support desk, chair, workspace, wall hanging, and general office setup needs.
• Facilities, Vendors, and Site Services Serve as a primary point of contact for on-site service providers, vendors, building contacts, and internal support teams. Track and follow up on IT, building, and facilities tickets or service requests. Schedule and manage recurring services such as cleaning, fire/life safety services, vending, and server room maintenance. Coordinate handyman support for general repairs, lightbulb changes, minor fixes, water filter changes, and other office maintenance needs. Partner with vendors and internal teams to resolve office issues quickly and ensure a professional employee and visitor experience. Process invoices, pay bills, and support accounts payable activities related to office services and vendors. Maintain records for recurring services, vendor contacts, service schedules, and office-related expenses.

What You Bring To The Role

• Bachelor’s degree preferred, or equivalent combination of education and relevant experience.
• Minimum of 5–7 years of experience in executive administrative support, office coordination, facilities coordination, or a related role.
• Experience supporting multiple executives, including leaders located remotely or across different time zones.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, service requests, and follow-up items simultaneously.
• Excellent written and verbal communication skills, with a professional and customer-service-oriented approach.
• Proficiency with Microsoft Office tools, calendar management, expense systems, ticketing processes, and general office technology.
• Ability to work independently, exercise good judgment, and elevate issues appropriately.
• High level of discretion, professionalism, reliability, and attention to detail.
• Proactive and resourceful, with a strong sense of ownership for both executive and office needs.
• Service-minded and approachable, with the ability to build positive relationships with executives, employees, vendors, and building partners.
• Comfortable handling both strategic administrative support and hands-on office coordination tasks.

The typical base pay range for this role across the U.S. is USD $66,100.00 - $105,800.00 per year. The ranges above reflect the potential annual base pay across the U.S. for all roles; the applicable base pay range will depend on the candidate’s primary work location, pay grade, and variable compensation plan. Individual base pay within each range depends on various factors, in addition to primary work location, such as complexity and responsibility of role, job duties/requirements, and relevant experience and skills. Base pay ranges are reviewed and typically updated each year. Offers are made within the base pay range applicable at the time of hire. New hires starting base pay generally falls in the bottom half (between the minimum and midpoint) of a pay range. At Ingram Micro certain roles are eligible for additional rewards, including merit increases, annual bonus or sales incentives and long-term incentives. These awards are allocated based on position level and individual performance.

• U.S.-based employees have access to healthcare benefits, paid time off, parental leave, a 401(k) plan and company match, short-term and long-term disability coverage, basic life insurance, and wellbeing benefits, among others.

This is not a complete listing of the job duties.

It’s a representation of the things you will be doing, and you may not perform all these duties.

Please be prepared to pass a drug test and successfully pass a pre-employment (post offer) background check.

Ingram Micro Inc. is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other protected category under applicable law.

With us, you’ll make technology happen in surprising ways. It’ll be a fun journey! Learn more at http://careers.ingrammicro.com

It’s no surprise that technology powers the planet. But what might surprise you is that Ingram Micro has the ability to reach more than 90% of the global population. By joining us, you make Ingram Micro’s contribution a reality: helping businesses grow, supporting industries from healthcare to education with their technology, or even connecting the world. What’s in it for you? Well, we take great care of our people, everyone is made to feel welcome, and opportunities to grow apply to all. But the prospect of shaping the future through technology is something you’re unlikely to find anywhere else. Let’s shape tomorrow.