Executive Support & Office Operations Coordinator

Career Group; Emeryville (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

Career Group in Emeryville seeks an Administrative Coordinator to join a healthcare-focused investment management firm. This foundational role supports the Chief Operating Officer and Investor Relations, fostering precision, discretion, and operational excellence.

As a highly organized professional, you will manage calendars, coordinate meetings across time zones, handle confidential information, and help maintain the firm's administrative infrastructure in a fast-paced environment.

Qualifications

• 3+ years of experience in administrative, coordination, or office operations roles.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
• Excellent organizational skills and attention to detail.
• Professional written and verbal communication.
• Proven ability to handle confidential information with integrity and discretion.
• Experience supporting multiple senior stakeholders in a fast-paced environment.
• Willingness to work on-site 4–5 days per week.

Responsibilities

• Provide day-to-day administrative and operational support to senior leadership, including the Chief Operating Officer and Investor Relations team.
• Manage complex calendars and coordinate meetings across multiple time zones.
• Prepare and process expense reports, reimbursements, and invoices using SAP Concur.
• Draft, proofread, and distribute internal and external correspondence.
• Track action items and ensure timely follow-up across internal workstreams.
• Handle sensitive and confidential information with discretion at all times.
• Serve as a front-facing point of contact for visitors and guests, with potential to grow into primary office liaison responsibilities.
• Support the daily operational effectiveness of the office and maintain a professional working environment.
• Coordinate mail, deliveries, office logistics, and general facilities needs.
• Manage office supplies and maintain shared spaces including conference rooms and kitchen areas.
• Liaise with building management, vendors, and external IT providers as needed.
• Maintain accurate and organized administrative records and files.
• Assist with planning and execution of firm events, team gatherings, and offsite meetings.
• Support onboarding logistics for new hires, including workspace setup and vendor coordination.
• Assist with special projects and operational initiatives as assigned.

Skills

Microsoft Office

Calendar management

Organization

Communication

Confidentiality

Stakeholder support

On-site work

Tools

SAP Concur

Notion

Job description

Career Group in Emeryville seeks an Administrative Coordinator to join a healthcare-focused investment management firm. This foundational role supports the Chief Operating Officer and Investor Relations, fostering precision, discretion, and operational excellence.

As a highly organized professional, you will manage calendars, coordinate meetings across time zones, handle confidential information, and help maintain the firm's administrative infrastructure in a fast-paced environment.