Executive Support & Office Operations Coordinator

Ultimate Staffing Services; Boca Raton (FL); On-site; USD 40,000 - 60,000; Full time

Job summary

Ultimate Staffing Services seeks an Office Coordinator & Executive Support professional to ensure efficient office operations and provide high-level support to senior leadership. Responsibilities include managing calendars, arranging travel, handling expenses, and coordinating special projects within a professional, organized environment.

This role involves coordinating visitors, vendors, and internal communications, overseeing office supplies and facilities, and serving as a trusted contact for

Qualifications

• Experience providing executive support to senior leaders.
• Strong calendar management and scheduling experience.
• Demonstrated ability to coordinate domestic and international travel.
• Vendor management and facility/office operations experience.

Responsibilities

• Provide comprehensive executive support to the President/Partner and leadership team, including calendar management, travel coordination, meeting scheduling, and special projects.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and last-minute schedule changes.
• Manage executive expense reporting and ensure timely collection, documentation, and submission of receipts and supporting materials.
• Maintain professional and efficient office operations, ensuring a productive and well-organized work environment.
• Serve as the primary point of contact for office visitors, vendors, and callers, delivering exceptional customer service and professionalism.
• Coordinate conference room scheduling, meeting logistics, and office technology readiness to support internal and external meetings.
• Prepare, distribute, and manage firmwide communications, including announcements, employee updates, and organizational notices.
• Oversee office supply inventory, kitchen supplies, equipment tracking, and facility-related maintenance requests.
• Maintain accurate records, filing systems, operational logs, inventories, PTO schedules, and other administrative documentation.
• Coordinate with IT service providers to resolve technology-related issues and support employee technology needs.
• Manage relationships with property management, vendors, and external service providers to address office and building requirements.
• Process, distribute, and track incoming mail, invoices, tax documents, and other business correspondence.
• Support onboarding activities and help maintain awareness of organizational structure, portfolio companies, and key business contacts.
• Assist team members with administrative requests, travel arrangements, event coordination, and general office support.
• Provide backup coverage and collaborate closely with colleagues to ensure seamless support for executives and business operations.
• Anticipate needs, prioritize competing responsibilities, and proactively resolve issues to minimize disruptions and improve efficiency.
• Handle sensitive and confidential business information with discretion, professionalism, and sound judgment.

Skills

Executive support

Calendar management

Travel coordination

Vendor management

Office administration

Tools

Microsoft Office

G Suite

Job description

Ultimate Staffing Services seeks an Office Coordinator & Executive Support professional to ensure efficient office operations and provide high-level support to senior leadership. Responsibilities include managing calendars, arranging travel, handling expenses, and coordinating special projects within a professional, organized environment.

This role involves coordinating visitors, vendors, and internal communications, overseeing office supplies and facilities, and serving as a trusted contact for