On-Site Executive Admin & Events Coordinator (20 hrs)

WorkLLama; San Diego (CA); On-site; USD 28,000 - 39,000; Part time

Job summary

WorkLLama in San Diego, CA is seeking a part-time, on-site Administrative/Office Coordinator for 20 hours per week. You will greet visitors, manage registrations, oversee conference room scheduling, and coordinate executive calendars, while ensuring smooth daily operations and strict confidentiality.

The role requires 2–4+ years in administrative, office coordination, or hospitality roles, strong communication, and proficiency with Microsoft 365 and video conferencing tools.

Qualifications

• 2+ to 4+ years of administrative, office coordination, or hospitality experience in a fast-paced environment.
• Proficiency in Microsoft 365 (Outlook, Word, Excel, Teams) and video-conferencing platforms.
• Excellent written and verbal communication with a strong customer-service mindset.
• Ability to prioritize, anticipate bottlenecks, and solve problems proactively.
• High level of discretion and confidentiality when handling sensitive information.

Responsibilities

• Greet visitors and manage registration and building security compliance.
• Arrange guest parking and escort logistics with internal hosts.
• Maintain a professional reception area and answer inquiries.
• Oversee conference room bookings and optimize room usage across teams.
• Coordinate logistics for site town halls, all-hands meetings, and team events.
• Source food and beverage vendors, collect dietary preferences, oversee setup and cleanup.
• Audit and update office distribution lists to reflect hires, transfers, and departures.
• Keep office bulletin boards, digital signage, and intranet pages up to date.
• Serve as first point of contact for questions about workplace amenities, supplies, and procedures.
• Partner with HR/People teams to prepare workstations, issue badges, and conduct orientation tours.
• Dedicated calendar management for two on-site executive directors

Skills

Administrative experience

Office coordination

Hospitality experience

Customer service oriented

Strong communication

Tools

Microsoft 365

Outlook

Video conferencing platforms

Job description

WorkLLama in San Diego, CA is seeking a part-time, on-site Administrative/Office Coordinator for 20 hours per week. You will greet visitors, manage registrations, oversee conference room scheduling, and coordinate executive calendars, while ensuring smooth daily operations and strict confidentiality.

The role requires 2–4+ years in administrative, office coordination, or hospitality roles, strong communication, and proficiency with Microsoft 365 and video conferencing tools.