Administrative Coordinator

Vituity

. Communicate messages, inquiries, and issues professionally, promptly, sensitively, and confidentially .

Posted 10/16/2026full-timeRemote • California • United StatesJuniorMid-Level💰 $24 - $30 per hourWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong organizational and administrative capabilities, including proficiency in Microsoft Office Suite and the ability to manage multiple tasks efficiently. Exhibits excellent communication skills and a detail-oriented approach to support leadership and project coordination.

Highest-signal resume keywords

Microsoft Office Suite ProficiencyAdministrative Support ExperienceProject Coordination SkillsCustomer Service SkillsData Analysis and Reporting

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Administrative ProceduresProject CoordinationData EntryReport PreparationDocument ManagementEvent PlanningBudget ReportingTravel CoordinationMarketing SupportE-Learning Course Development

Soft Skills

Detail OrientedOrganizational SkillsVerbal CommunicationWritten CommunicationTeam Collaboration

Tools & Technologies

Office EquipmentAutomated SystemsMicrosoft WordMicrosoft ExcelMicrosoft OutlookMicrosoft PowerPointCaptivate

Certifications & Qualifications

High School DiplomaGED Equivalent

Industry Keywords

Administrative SupportOffice SupportCustomer ServiceMarketingProject Management

About the role

Key responsibilities & impact

Communicate messages, inquiries, and issues professionally, promptly, sensitively, and confidentially
Manage calendars, appointments, expense reports, correspondence, travel plans, itineraries, agendas, and travel-related documents
Prepare professional reports, presentations, correspondence, communications, and other documents
Manage daily administrative duties and improve workflow efficiency
Provide leadership calendar support, including scheduling meetings, resolving conflicts, managing invitations, and tracking logistics
Arrange leadership travel according to policy
File and retrieve documents and reference materials; research, compile, and analyze data
Follow up on leadership initiatives, action items, evaluations, surveys, education, compliance, and contract expirations
Answer and screen phone calls, take messages, and handle inquiries
Develop program materials such as manuals, training modules, and curricula; evaluate program impact
Coordinate staff meetings, events, conference calls, agendas, presentations, logistics, notes, and action-item follow-up
Review operating practices and implement improvements
Enter data into department databases
Coordinate regional department activities
Maintain reporting, time and expense, project status, and budget reports
Collect and analyze data for weekly and monthly specialized reports
Coordinate seminars and meetings, including planning, logistics, registration, and attendee contact
For Marketing assignments, serve as the primary contact for departmental requests, maintain the marketing requests distribution list, update marketing documents/databases/media assets, and support campaign planning and execution
Coordinate development of products, materials, and documents for client/stakeholder service delivery
Attend project meetings and take minutes
Support special projects and enterprise-wide meeting and event planning

Requirements

What you’ll need

High School Diploma or GED equivalent required
Two (2) years of administrative or office support, administrative analyst, or project/department coordination/support role required
3-4 years of increasingly complex administrative support & project coordination experience preferred
Previous experience supporting a Marketing team is preferred if assigned to the Marketing department
Previous customer service experience preferred
Ability to work independently and within a teamwork setting
Detail oriented and organized, with ability to juggle multiple tasks and prioritize projects
Ability to complete tasks with varying priorities under conditions requiring speed and accuracy
General knowledge of administrative procedures and standard business office practices
Strong customer service skills with verbal and written client interactions
Strong analytical, creative conceptualization, collaborative management, oral and written communication skills
Ability to handle detailed work accurately and quickly, meet deadlines on multiple projects, and interact professionally in person and over the phone
Ability to use office equipment and automated systems/applications/software proficiently
Ability to establish and maintain effective working relationships
Ability to read, understand, and communicate in English sufficiently to perform the duties
Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint
If in Business Development, proficiency in Captivate; if in Learning & Development, ability to create e-learning courses

Benefits

Comp & perks

Monthly wellness events and programs such as yoga, HIIT classes, and more
Trainings to help support and advance your professional growth
Team building activities such as virtual scavenger hunts and holiday celebrations
Flexible work hours
Opportunities to attend Vituity community events
Superior health plan options
Dental, Vision, HSA/FSA, Life and AD&D coverage, and more
Top Tier 401(k) retirement savings plans with a $1.20 match for every dollar up to 6% plus discretionary profit-sharing contributions
Generous paid time off starting 3-4 weeks’ annually
Student Loan Refinancing Discounts
Professional and Career Development Program
EAP and travel assistance included
Wellness program
Annual corporate Success Sharing bonus program based on company annual performance