Administrative Coordinator (Temporary)

Administrative Coordinator (Temporary)

Oakland, California, United States

Everlaw is looking for a detail-oriented, highly organized Administrative Coordinator to join our team for a 4-6 month temporary assignment. In this role, you will provide critical operational and administrative support, managing calendar coordination, travel logistics, expense documentation, and executing funneled administrative tasks delegated to you. This entry-level position is ideal for an adaptable, high-execution professional who excels at following clear directions, navigating fast-paced environments, and utilizing modern productivity tools like Google Workspace.

You will be embedded within our Office of the CEO team, partnering directly and daily with a seasoned Executive Administrator. The team focuses on streamlining executive logistics, managing complex calendar and travel demands, optimizing workflows, and ensuring smooth, efficient day-to-day operations for our leadership team.

This is a full-time, non-exempt position based in our Oakland, CA office with a hybrid work schedule: in office M/W/Th with the option to work from home on Tu/Fr.

Getting started

• We want you to feel like part of the team early on! Our onboarding process will integrate you into the company with informative sessions on our product, policies, processes, and team structure and goals.
• We're excited for you to learn, grow, and contribute right away! We trust that you'll bring experience and knowledge that will uplift and uplevel the team, but we don't expect you to know everything on Day 1.

In your role, you'll...

• Coordinate and manage complex calendars delegated by the Executive Administrative Specialist, proactively resolving scheduling conflicts with precise attention to time zones and meeting links.
• Handle end-to-end meeting logistics, including room bookings, AV preparation, and issuing error-free calendar invites.
• Conduct initial research for flight, hotel, and ground transportation options through systems like Navan, compiling detailed travel itineraries for approval.
• Manage expense workflows by collecting digital and physical receipts, organizing documentation, and submitting accurate expense reports through company systems like Rippling.
• Partner directly with the Executive Administrative Specialist to execute funneled administrative tasks, ensuring seamless handoffs, accurate execution, and consistent follow-through.
• Practice transparent escalation and reporting by communicating progress clearly and flagging operational blockers immediately.
• Maintain high discretion and professional integrity when handling sensitive data, executive communications, and strategic information.

About you

• You are an entry-level professional with prior experience or demonstrated skill in an administrative, coordination, or operational support capacity.
• You are proficient with Google Workspace (Gmail, Google Calendar, Docs, Sheets, Slides) and comfortable utilizing tools like Zoom and learning new tools.
• You are exceptionally detail-oriented with a proven track record of accuracy in calendar management, time zones, and documentation.
• You are proven to thrive in fast-paced environments, managing competing priorities with composure under tight deadlines.
• You are receptive to direct feedback, applying real-time coaching efficiently to adjust workflows without requiring repeated instruction.
• You are a proactive, transparent communicator who flags blockers immediately and pivots quickly when business priorities change.
• You are authorized to work in the United States without restrictions. Please note that at this time, Everlaw is not sponsoring employment visas for this role.

Benefits

• The expected hourly rate range for this role is between $43.27 and $54.81. The final offered hourly rate will be dependent upon many factors including the candidate's experience and skills. The role's compensation is subject to change in the future.
• You will be eligible for a number of our benefits, including health, dental, and vision plans and paid company/federal holidays.

Perks

• Work in Uptown Oakland, just steps from the BART line and dozens of restaurants and walking distance to Lake Merritt
• Flexible work-from-home days on Tuesdays and Fridays
• Monthly home internet reimbursement
• Select your preference of hardware (Mac or PC) and customize your desk setup
• Enjoy a wide variety of snacks and beverages in the office
• Bond over company-wide out-of-the-box events and fun activities with your team
• Time off for company-sponsored volunteer events and 4 paid hours per quarter to volunteer at a charitable organization of your choice
• Take advantage of learning and career development opportunities
• Ranked #9 on Glassdoor's Best Places to Work 2023 for US small and medium companies
• One of Wealthfront's 2021 Career Launching Companies, and ranked #2 on the "2022 Bay Area Best Places to Work" list by the San Francisco Business Times and the Silicon Valley Business Journal
• One of Fast Company's World's Most Innovative Companies for 2022 and proud contributor of free ediscovery resources to benefit the greater good through "Everlaw for Good"

About Everlaw

At Everlaw, you'll shape how AI re-wires the legal industry, at a category-leading business built on a mission to illuminate the truth.

Everlaw is an equal opportunity employer. We pride ourselves on having a diverse workforce and we do not discriminate against any employee or applicant because of race, creed, color, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age, genetic information, veteran status, marital status, pregnancy or related condition, or any other basis protected by law. We respect the gender, gender identity and gender expression of our applicants and employees, and we honor requests for pronouns. It is our policy to comply with all applicable national, state and local laws pertaining to nondiscrimination and equal opportunity, including the California Equal Pay Act. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. We collect and process the personal information you provided along with your job application in accordance with our Applicants Privacy Notice and Notice at Collection. When preparing to engage with Everlaw as a candidate, you may use AI tools for research, polishing application materials, and interview prep. However, any assessments (unless explicitly stated), remote interviews or live interviews must be completed independently without AI support.

By submitting your application, you agree to adhere to these rules.