Senior Administrative Coordinator – Enterprise Marketing & Partnerships

Compensation & Location

Location: Torrance, CA

Pay Range: $29.00–$36.00 per hour

Work Type: Hybrid — 4 days onsite, 1 day remote

Benefits: Health, Vision, Dental, Life Insurance, 401(k), Continuing & On-Demand Education

Must be willing to work onsite in Torrance, CA (LA County)

Sponsorship is available for this role

W2 ONLY — No C2C, No 3rd Parties

Position Summary

We are seeking an experienced Senior Administrative Coordinator to provide high-level administrative, organizational, and coordination support to the Enterprise Marketing & Partnerships team.

This role is ideal for a proactive, highly organized professional who thrives in a fast-paced, high-stakes environment and can confidently support multiple executives and cross-functional stakeholders. The position combines executive scheduling, meeting and governance coordination, communications, project support, budget administration, and document management.

The ideal candidate brings 5+ years of relevant experience, exceptional attention to detail, strong communication skills, and the ability to manage sensitive information and competing priorities with professionalism and discretion.

Key Responsibilities

• Manage complex calendars, scheduling, and meeting invitations, including support for multiple executives
• Coordinate recurring leadership, governance, operational, and team meetings
• Organize meeting logistics, including conference rooms, virtual meeting links, and participant availability
• Maintain team distribution lists, stakeholder contacts, and shared calendars
• Support travel arrangements and expense submissions as needed
• Assist with budget tracking, invoice processing, and purchase order (PO) management
• Coordinate with Finance teams to support compliance and timely payments
• Prepare meeting agendas in partnership with meeting owners
• Collect, organize, and distribute meeting materials
• Capture meeting minutes, decisions, key discussion points, action items, owners, and due dates
• Maintain action-item and decision logs and follow up on overdue or at-risk deliverables
• Schedule follow-up meetings and activities as needed
• Draft and distribute meeting invitations, reminders, team announcements, and follow-up communications
• Support governance updates and leadership communications
• Review communications for accuracy, formatting, links, attachments, and appropriate distribution
• Obtain necessary approvals before distributing communications
• Coordinate administrative activities for team projects and strategic initiatives
• Support workshops, planning sessions, and stakeholder meetings
• Maintain project files, participant lists, action logs, and supporting documentation
• Track administrative deadlines and follow-up activities
• Support document review and approval processes
• Maintain organized team files, meeting records, templates, and shared repositories
• Apply consistent file-naming and version-control practices
• Maintain appropriate document access and permissions
• Protect confidential and sensitive information
• Identify opportunities to improve administrative processes and overall team efficiency

What This Person Will Be Working On

• Executive calendar and scheduling support
• Enterprise Marketing & Partnerships team operations
• Leadership and governance meeting coordination
• Meeting minutes, decisions, and action-item tracking
• Executive, leadership, and organizational communications
• Cross-functional projects and strategic initiatives
• Budget tracking, invoices, expenses, and purchase orders
• Workshops, planning sessions, and stakeholder meetings
• SharePoint and shared document repository management
• Administrative process improvement and team efficiency
• Confidential and sensitive executive-level information

Required Skills & Experience

• 5+ years of relevant administrative, executive support, or coordination experience
• Experience managing calendars and schedules for executives or senior leaders
• Strong experience coordinating meetings, governance activities, and administrative functions
• Excellent organizational and time-management skills
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Strong attention to detail and consistent follow-through
• Ability to anticipate scheduling, meeting, documentation, and administrative needs
• Experience working professionally with executives and cross-functional stakeholders
• Ability to handle confidential and sensitive information with discretion
• Experience tracking action items, deadlines, approvals, and deliverables
• Ability to follow up consistently and escalate scheduling conflicts, overdue actions, or missing materials when appropriate
• Strong proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, and SharePoint
• Bachelor’s degree in Business Administration or a related field

Desired Skills

• Experience supporting marketing, partnerships, governance, operations, strategy, or project teams
• Experience supporting multiple executives simultaneously
• Experience with budget tracking, invoice processing, expense reporting, and purchase orders
• Strong meeting-minutes, documentation, and action-tracking capabilities
• Experience maintaining SharePoint sites or shared document repositories
• Experience supporting workshops, leadership meetings, and strategic initiatives
• Experience coordinating cross-functional projects and stakeholders
• Strong process-improvement mindset with the ability to identify opportunities to improve administrative efficiency