Administrative Coordinator

Vituity

. Communicate messages, inquiries, and issues professionally and confidentially with internal and external clients .

Posted 10/26/2026full-timeRemote • California • United StatesJuniorMid-Level💰 $24 - $30 per hourWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates strong administrative support capabilities, including calendar management, travel coordination, and document preparation. Proficient in Microsoft Office Suite and skilled in customer service, communication, and data analysis.

Highest-signal resume keywords

Administrative SupportCalendar ManagementDocument PreparationCustomer Service SkillsData Analysis

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Calendar ManagementTravel CoordinationDocument PreparationData AnalysisExpense ReportingProject CoordinationMeeting SchedulingResearch SkillsProgram DevelopmentE-Learning Course Creation

Soft Skills

Detail OrientedOrganizational SkillsCommunication SkillsTeamworkProblem-Solving

Tools & Technologies

Microsoft Office SuiteAutomated SystemsOffice Equipment

Certifications & Qualifications

High School DiplomaGED Equivalent

Industry Keywords

Administrative ProceduresOffice PracticesCustomer ServiceMarketing SupportProject Management

About the role

Key responsibilities & impact

Communicate messages, inquiries, and issues professionally and confidentially with internal and external clients
Manage calendars, appointments, meeting scheduling, conflicts, reminders, and logistics for leadership
Complete expense reports and arrange complex travel plans, itineraries, and agendas
Prepare and edit correspondence, communications, reports, presentations, and other documents
File and retrieve documents and reference materials; conduct research and analyze data
Manage daily administrative duties and improve operational workflow
Initiate follow-ups for 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, seminars, and related logistics
Review operating practices and implement improvements
Enter and maintain data in department databases
Coordinate regional department activities
Maintain reporting, time and expenses, project status, and budget reports
Collect and analyze data to produce weekly and monthly specialized reports
For Marketing support: serve as primary contact for department requests, maintain the marketing requests distribution list, update marketing documents/content 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 meetings and events

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 and project coordination experience preferred
Previous experience supporting a Marketing team 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
Proficiency with office equipment and automated systems/applications/software
Ability to establish and maintain effective working relationships
Ability to read, understand, and communicate in English sufficient 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 (eligible January following 18 months of service)
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