Executive Assistant & Office Coordinator

ingrammicro; United States; Hybrid; USD 60,000 - 85,000; Full time

Job summary

Ingram Micro is seeking an experienced Executive Assistant and Office Coordinator to support two to four executives and coordinate local Scottsdale office operations.

The role requires strong judgment, impeccable follow‑through, and the ability to balance executive priorities with hands‑on office coordination. Hybrid work with at least 3 onsite days is expected.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• 5–7 years of executive administrative support, office coordination, or facilities coordination.
• Experience supporting multiple executives in remote or multi-time-zone settings.
• Strong organizational skills with multiple priorities and deadlines.
• Excellent written and verbal communication, professional demeanor.

Responsibilities

• Provide high‑quality executive administrative support to two to four leaders across remote locations.
• Manage calendars, travel, expense reporting, and day‑to‑day priorities.
• Prepare and organize meeting materials, agendas, and follow‑ups.
• Maintain confidentiality and handle sensitive information with discretion.
• Coordinate day‑to‑day office operations, supplies, mail, and facilities needs.
• Serve as a primary contact for on‑site vendors and support teams.

Skills

Calendar management

Executive support

Office coordination

Facilities coordination

Vendor management

Communication skills

Discretion

Education

Bachelor’s degree

Tools

Microsoft Office

Expense systems

Ticketing systems

Job description

About Ingram Micro

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. Learn more at www.ingrammicro.com

Come join our team where you’ll make technology happen in surprising ways. Let’s shape tomorrow – it’ll be a fun journey!

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 res