Adminstrative Assistant

Job Description

Job Description

Administrative Coordinator

Workplace Experience & Executive Support ($42K – $63K, midpoint ~$53K)

Reflex Media  |  Full-Time  |  Onsite – Las Vegas, HQ

About the Role

At Reflex Media, the Administrative Coordinator is the person who makes the office feel effortless for executives, employees, guests, and new hires alike. You will own workplace operations, culture moments, and executive support with the kind of initiative and pride that means things get done before anyone has to ask.

You will be the backbone of how this office runs and feels. That means anticipating needs, building processes that stick, showing up for people in ways they notice, and taking genuine ownership of the experience of working here.

What World-Class Looks Like in This Role

Our vision for this role is simple: effortless. Everything is where it is supposed to be. The office looks good. People have what they need without asking. Executives walk in and are taken care of. New hires feel celebrated. Culture moments happen consistently and with care.

If you are the kind of person who studies the people around you, learns what they like, what they need, and fills those gaps before they surface, this role was built for you.

Core Responsibilities

Executive & Leadership Support

• Serves as the primary on-site support, anticipating needs, managing logistics, and removing friction 
• Stocks and maintains executive office amenities (beverages, snacks, supplies) 
• Coordinates printing, document routing, and signature collection 
• Manages calendars, scheduling, and travel arrangements with precision and follow-through
• Proactively offer meeting prep, lunch coordination, and ad-hoc support during in-office weeks

Culture, Employee Experience & Recognition

• Owns employee milestone recognitions, birthdays, work anniversaries, and team wins — with real celebration
• Leads internal culture programming: Kahoot events, in-office week activities, holiday decorations, team celebrations, and surprise-and-delight moments
• Produces a regular internal newsletter or announcement cadence — benefits reminders, upcoming holidays, company news, event previews — with a creative, on-brand voice
• Coordinates swag, welcome kits, and culture gifts with intention and follow-through
• Brings energy and ideas to in-office weeks — proposes activities, coordinates logistics, and creates moments people look forward to
• Champions a workplace culture where people feel seen, celebrated, and supported

Workplace Operations & Facilities

• Maintains a clean, organized, guest-ready office at all times — conference rooms, common areas, kitchen, and executive spaces
• Owns office supply inventory and procurement within budget; ensures nothing runs out unexpectedly
• Manages vendor relationships (HVAC, janitorial, maintenance), including quote approvals, issue escalation, and follow-through on repairs
• Coordinates seating plans and workspace setup as team changes occur
• Serves as the point of contact for facilities-related needs
• Conducts periodic office audits to identify and resolve anything that does not reflect the standard we hold ourselves to

Event, Travel & Food Coordination

• Coordinates all domestic travel: approvals, bookings, itineraries, and confirmation follow-up
• Manages food and catering logistics using clear decision rules (individual orders vs. catering based on group size, preferred vendors by occasion) — no more figuring it out from scratch every time
• Schedules and coordinates internal meetings and in-office events, including setup and teardown
• Proactively plans for in-office weeks — activities, meals, and logistics handled in advance

Onboarding & New Hire Experience

• Owns the new hire setup experience end-to-end using a standardized, documented process: desk setup, equipment, supplies, swag, seating, and calendar
• Ensures every new hire's first day feels intentional and welcoming 
• Supports scheduling and logistics for the onboarding calendar and early check-ins

Process Ownership & Administrative Systems

• Builds and maintains documented SOPs for recurring admin functions: supply ordering, travel booking, food coordination, new hire setup, and vendor management
• Manages filing systems (digital and physical), document routing, and signature tracking
• Maintains shared calendars, internal trackers, and operational spreadsheets with accuracy
• Supports data entry, reporting, and calendar updates across Finance and HR systems

HR & Finance Administrative Support

• Supports HR scheduling: interview coordination, recruiter and candidate communications, and preliminary portfolio review
• Uploads ancillary billing and processes voluntary insurance enrollments
• Coordinates with Trinet on payroll tax account setup, notices, and issue resolution

What We’re Looking For

Experience & Skills

• 2+ years in an administrative, operations, or executive support role
• Strong written and verbal communication 
• Highly organized with exceptional attention to detail and follow-through
• Comfortable managing confidential information across HR, Finance, and executive functions
• Proficient in Google Workspace (Docs, Chat, Sheets, Gmail, Drive) and standard office equipment
• QuickBooks experience is a plus; Trinet or HRIS familiarity is helpful
• Valid driver’s license and reliable transportation required

The Mindset That Matters Most

• You see what needs to happen and make it happen without being asked
• You take pride in your environment and your work — the office looks good because you made it look good
• You anticipate needs by paying attention — you study the people around you and fill gaps before they surface
• You bring positive, culture-first energy to the company
• You communicate proactively when something is not working and come with a proposed solution
• You treat every detail as a reflection of the company’s standard

What We Offer

• 99% employer-paid medical base plan, dental, and vision insurance for employees
• 65% employer-paid coverage for eligible dependents
• 50% 401(k) match up to 6%
• Flexible Spending Account (FSA)
• Flexible paid time off

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