Admin Coordinator

Job Title: Admin Coordinator

Job Description

The Admin Coordinator provides comprehensive administrative support in a fully remote environment, managing complex calendars, coordinating domestic and international travel, and handling expense reporting. This role supports multiple individuals and leaders, coordinates management processes such as goal setting and reviews, and leads administrative projects that keep the team organized and on track. The position offers exposure to a unique industry and valuable networking opportunities while working with diverse stakeholders across different time zones.

Responsibilities

• Manage multiple and complex calendars for several individuals, including scheduling and rescheduling meetings across different time zones.
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and related logistics.
• Prepare, process, and track expense reports in a timely and accurate manner.
• Provide complex administrative support to leadership, including assisting with coordination of management activities such as focal reviews, goals, and department or staff objectives.
• Independently coordinate calendared meetings, including recurring and ad hoc meetings, ensuring all stakeholders receive timely invitations and updates.
• Plan and coordinate complex onsite and offsite meetings, including logistics, materials, agendas, and follow-up actions.
• Lead and support administrative projects, providing regular status and activity reports to management.
• Assist staff members with compiling documents for submissions, including formatting, organizing, and distributing submission materials.
• Take, transcribe, and distribute meeting minutes, ensuring accuracy and timely circulation to all relevant parties.
• Track projects and related elements such as budgets, databases, and timelines, helping ensure milestones and deadlines are met.
• Recognize shifting priorities for the staff you support and reorganize schedules, tasks, and activities accordingly.
• Identify potential issues proactively, track action items, and provide ongoing communication to the team to help keep projects on track.
• Look for areas of continuous improvement in administrative processes and propose or implement enhancements.
• Use multiple computer systems and tools to manage information, schedules, and documentation efficiently.
• Interact professionally with outside vendors and various levels of internal management, serving as a reliable point of contact and coordinator.

Essential Skills

• Proven administrative support experience, preferably supporting multiple individuals simultaneously.
• Strong time management skills, with the ability to prioritize tasks and manage competing deadlines.
• Demonstrated experience in calendar management, including complex scheduling and coordination across time zones.
• Experience tracking action items and ensuring follow-up and completion.
• Proficiency with the Microsoft Office suite, including Outlook, Word, Excel, and PowerPoint, in an office setting.
• Ability to work comfortably with multiple computer systems and adapt quickly to new tools and platforms.
• Comfort working in ambiguous situations, with the ability to shift gears as priorities change.
• Skill in recognizing and reorganizing priorities for the staff being supported.
• Proactive mindset with the ability to identify potential issues before they escalate.
• Strong communication skills, including the ability to provide ongoing updates to keep teams aligned.
• Attention to detail in tasks such as meeting minutes, document formatting, and project tracking.
• Minimum education: High school diploma or GED.
• Qualification options: Associate degree and 2 years of experience, OR completion of 2 years in a technical school setting with hands-on experience, OR High school diploma / GED and 4 years of experience.

Additional Skills & Qualifications

• Experience supporting multiple individuals in a corporate or similar environment.
• Previous experience within this industry or a similar corporate setting.
• Experience coordinating and tracking complex calendars and schedules.
• Experience working with budget tracking, databases, and project timelines.
• Ability to compile, format, and distribute documents for formal submissions.
• Experience taking and transcribing meeting minutes and distributing them to stakeholders.
• Demonstrated ability to interact effectively with vendors and various levels of management.
• Interest in gaining unique industry experience and expanding professional networks.
• Comfort working in a fully remote environment and flexing to business time zones outside of ones own when needed.

Work Environment

This role is fully remote, providing flexibility to work from your preferred location while supporting teams that may operate across different business time zones. You may occasionally adjust your working hours to align with stakeholders in other regions. The position relies heavily on the Microsoft Office suite, including Outlook for calendar and email management, Word for document creation and formatting, Excel for tracking and reporting, and PowerPoint for presentation support. You will use multiple computer systems and online tools to manage calendars, projects, and documentation. The environment emphasizes collaboration, continuous improvement, and professional networking, offering exposure to a unique industry and opportunities to build strong working relationships with colleagues and leaders at various levels.

This is a Contract position based out of Thousand Oaks, CA.

The pay range for this position is $20.00 - $20.00/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)

This is a fully remote position.

This position is anticipated to close on Oct 5, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

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.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

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.