Executive Office & Operations Coordinator

Cosmotek College; Santa Clara (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Cosmotek College in Santa Clara, CA is seeking an Office Administrator to support daily office operations and assist the CEO with administrative tasks. The role requires strong communication and organizational skills to ensure smooth workflows.

You will handle front office coordination, document management, expense reports, meeting scheduling with clients, and vendor interactions, while maintaining confidentiality and professionalism.

Qualifications

• Bachelor’s degree in business administration or paralegal certification required.
• 2+ years in an administrative role preferred.
• Advanced MS Office skills (Word, Excel) required.
• Strong organizational, written/verbal communication, and time-management skills.

Responsibilities

• Overseeing front office operations, communications with landlord, maintaining office equipment, and ordering supplies to prevent workflow interruptions.
• Coordinating meeting appointments with external clients and taking meeting minutes.
• Creating, filing, and managing digital and physical records.
• Assisting with the preparation of agreements and contracts.
• Preparing expense reports; assisting with vendor payment preparation.
• Providing administrative support to executive staff, including communications with clients.
• Assisting with company event coordination.
• Other responsibilities as assigned.

Skills

Organizational skills

Written/verbal communication

Time-management

Confidentiality

Education

Bachelor’s degree in Business Administration or Paralegal Certification

Tools

MS Office (Word, Excel)

Job description

Cosmotek College in Santa Clara, CA is seeking an Office Administrator to support daily office operations and assist the CEO with administrative tasks. The role requires strong communication and organizational skills to ensure smooth workflows.

You will handle front office coordination, document management, expense reports, meeting scheduling with clients, and vendor interactions, while maintaining confidentiality and professionalism.