Administrative Coordinator

Description

The Administrative Coordinator provides administrative, organizational, and coordination support to the Enterprise Marketing & Partnerships team. This role helps ensure cross-functional meetings, communications, documentation, and team activities are organized, completed, and maintained effectively. This role is ideal for a highly capable professional, someone who thrives in a fast-paced, high-stakes environment and is eager to take on both core admin duties and advanced coordination responsibilities. The ideal candidate will be proactive, detail-oriented, and capable of managing multiple tasks efficiently. This role involves handling sensitive information, coordinating executive schedules, and ensuring smooth communication within the organization.

Administrative Support

• Manage calendars, scheduling, and meeting invitations, often on behalf of multiple executives.

• Coordinate recurring governance, leadership, 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 general administrative requests and team activities.

• Assist with budget tracking, invoice processing, and purchase order (PO) management. Liaise with finance teams to ensure compliance and timely payments

Meeting and Governance Coordination

• Schedule governance reviews, operational meetings, and working sessions.

• Prepare meeting agendas in partnership with meeting owners.

• Collect, organize, and distribute meeting materials.

• Capture meeting minutes, decisions, and key discussion points.

• Document action items, owners, and due dates.

• Maintain action-item and decision logs.

• Follow up with action owners and communicate overdue or at-risk items.

• Schedule follow-up meetings and activities as needed.

Communication Support

• Draft and distribute meeting invitations, reminders, and follow-up communications.

• Support governance updates, team announcements, and leadership communications.

• Maintain communication schedules and track deliverables.

• Review communications for accuracy, formatting, links, attachments, and distribution lists.

• Obtain required approvals before distributing communications.

Project and Initiative Support

• Coordinate meetings and administrative activities for team projects and strategic initiatives.

• Maintain project files, participant lists, action logs, and supporting documentation.

• Assist with workshops, planning sessions, and stakeholder meetings.

• Track administrative deadlines and follow-up activities.

• Support document review and approval processes.

Document and Records Management

• Maintain organized team files, meeting records, templates, and shared repositories.

• Apply consistent file-naming and version-control practices.

• Ensure approved documents are stored in the appropriate location.

• Maintain appropriate document access and permissions.

• Archive outdated materials in accordance with organizational requirements.

• Protect confidential and sensitive information.

The Administrative Coordinator/Support is expected to:

• Provide timely, accurate, and professional administrative support.

• Communicate clearly and respectfully with executives, team members, and stakeholders.

• Manage multiple priorities and deadlines effectively.

• Anticipate scheduling, meeting, and documentation needs.

• Maintain confidentiality and exercise discretion.

• Follow up consistently on commitments and outstanding requests.

• Escalate scheduling conflicts, overdue actions, missing materials, or other concerns as appropriate.

• Maintain accurate, accessible, and well-organized records.

• Identify opportunities to improve administrative processes and team efficiency.

Preferred Skills and Qualifications

• Strong organizational and time-management skills.

• Excellent written and verbal communication skills.

• Ability to manage multiple priorities in a fast-paced environment.

• Strong attention to detail and follow-through

• Experience coordinating meetings, calendars, and administrative activities.

• Ability to work professionally with leaders and cross-functional stakeholders.

• Proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and related collaboration tools.

• Ability to handle confidential information with discretion.

• Experience supporting governance, operations, strategy, or project teams is preferred.

Additional Skills & Qualifications

• Bachelors degree in business administration or related field.

• 5+ years of administrative, executive support, or coordination experience

• Executive calendar management and meeting/governance coordination

• Proficiency with Microsoft 365 tools (Outlook, Teams, Word, Excel, PowerPoint, SharePoint)

• Strong organizational skills with the ability to manage multiple priorities and deadlines

• Excellent written and verbal communication skills, including executive and stakeholder interaction

• Ability to handle confidential information with discretion and maintain a high level of attention to detail

Job Type & Location

This is a Contract position based out of Torrance, CA.

Pay and Benefits

The pay range for this position is $32.65 - $34.01/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in Torrance,CA.

Application Deadline

This position is anticipated to close on Oct 15, 2026.

About TEKsystems

We're partners in transformation. We help clients activate ideas and solutions to take advantage of a new world of opportunity. We are a team of 80,000 strong, working with over 6,000 clients, including 80% of the Fortune 500, across North America, Europe and Asia. As an industry leader in Full-Stack Technology Services, Talent Services, and real-world application, we work with progressive leaders to drive change. That's the power of true partnership. TEKsystems is an Allegis Group company.

The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

About TEKsystems and TEKsystems Global Services

Were a leading provider of business and technology services. We accelerate business transformation for our customers. Our expertise in strategy, design, execution and operations unlocks business value through a range of solutions. Were a team of 80,000 strong, working with over 6,000 customers, including 80% of the Fortune 500 across North America, Europe and Asia, who partner with us for our scale, full-stack capabilities and speed. Were strategic thinkers, hands-on collaborators, helping customers capitalize on change and master the momentum of technology. Were building tomorrow by delivering business outcomes and making positive impacts in our global communities. TEKsystems and TEKsystems Global Services are Allegis Group companies. Learn more at TEKsystems.com.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.