Administrative Assistant/Office Coordinator

Administrative Assistant / Office Coordinator

Lumens is seeking a highly organized, detail-oriented, and proactive Administrative Assistant / Office Coordinator to support our Sacramento, CA team. This is a full-time, in-office role on-site presence is required Monday through Friday. The ideal candidate brings proven experience supporting executives while keeping a busy office running seamlessly. This person is a trusted partner to executives and the entire Lumens team, and brings a collaborative, solutions-first mindset to everything they do.

Total Target Compensation Range: $29.00/hour - $36.00/hour

Location: Sacramento, CA Full Time In-Office

Key Responsibilities:

• Provide administrative support to multiple executives, including calendar management across time zones, correspondence, and daily task prioritization.
• Coordinate domestic and international travel flights, hotels, ground transportation, visa requirements, and detailed itineraries.
• Process and reconcile executive expense reports accurately and in compliance with company policy.
• Serve as a trusted liaison between executives and internal/external stakeholders, handling sensitive information with discretion.

Administrative & Departmental Support:

• Maintain the corporate calendar and plan company events, team meetings, off-sites, and executive functions end-to-end including venue, catering, logistics, and vendor coordination.
• Process incoming checks via electronic deposit; perform light accounting and finance tasks as directed.
• Support new employee onboarding to ensure a smooth, welcoming first-day experience.
• Process CCPA opt-out requests for consumers, candidates, and employees.
• Lead and manage ongoing administrative projects; provide general team support on ad hoc requests.

Office Management:

• Develop and maintain office standards and procedures to support efficient daily operations.
• Build relationships with building management, vendors, and service providers; coordinate maintenance, repairs, and office modifications.
• Greet guests and vendors; manage employee parking passes and security access credentials.
• Order, stock, and distribute office supplies, snacks, and beverages; maintain kitchen and breakroom areas.
• Assist with seating assignments, space planning, and A/V support in coordination with IT.
• Track office costs against budget and identify opportunities for greater financial efficiency.

Qualifications:

Required:

• 2+ years of experience in an administrative, executive assistant, or office coordination role.
• Demonstrated experience supporting executive leadership, including complex multi-leg travel coordination and multi-time zone calendar management.
• Experience processing expense reports; familiarity with platforms such as Concur or Brex.
• Experience coordinating corporate events or group meetings of varying sizes.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills; strong interpersonal abilities.
• Knowledge of office security, facilities management, and business administration best practices.
• Ability to travel to different office locations as needed.

Preferred:

• Experience with light finance or accounting tasks such as check deposits or invoice processing.
• Experience working across multiple offices or supporting geographically distributed executive teams.

Work Environment & Schedule:

This is a full-time, in-office position based in our Sacramento, CA office. On-site presence Monday through Friday is required. The role is primarily in a professional office setting and may require occasional lifting of up to 25 pounds. Flexibility for early morning or evening hours may be needed to support executive schedules or events.

About Lumens:

As North America's premier destination for design aficionados, architects, interior designers, and contract professionals, Lumens offers a discerning edit of modern lighting, furniture, and dcor. Sourcing more than 400 of the most exceptional international design brands, our curated product assortment features iconic European collections as well as niche artisan creations. Our team includes certified interior designers and ALA-certified product specialists, and we're looking for fellow design enthusiasts to join our team.

Since June 2021, Lumens has been part of Flos B&B Italia Group, a leading global high-end design group operating a portfolio of legacy brands in the world of luxury furnishings and lighting. Driven by a purpose of "We design for a beautiful life," the Group includes some of the most distinctive European cultural heritage products and designs for the planet, people, and culture. The Group includes FLOS, B&B Italia, Maxalto, Arclinea, Azucena, FENDI Casa, Audo Copenhagen, and Lumens.

Commitments:

People are at the heart of our business. We strive for an empowering and positive culture and working environment for our people. Therefore, creating a strong, diverse and inclusive team is essential for Lumens. For us, your expertise and motivation matter most.

Benefits: access to health benefits + 401k + 3 weeks annual paid time off