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Job Title: Executive Operations Coordinator
Role Overview
We are seeking a proactive Executive Operations Coordinator to provide high-level, in-person administrative and operational support to our leadership team. This is not a "standard" admin role; we are looking for a tech-forward professional who can manage complex office operations, act as a professional point of contact, and proactively streamline daily workflows.
The ideal candidate thrives in a fast-paced environment and is comfortable with ambiguity. You will be the "operational glue" that keeps our office functioning, managing everything from event logistics and travel coordination to document preparation and internal project tracking. If you are a curious learner who loves utilizing AI and modern digital tools to solve administrative puzzles, this role is for you.
Key Responsibilities
Office Management & Executive Support
• Administrative Leadership: Provide comprehensive support to management, including complex calendaring, travel arrangements, and professional correspondence.
• Operational Oversight: Manage daily office functions, including facilities coordination, catering logistics, and event setup.
• First Point of Contact: Serve as the primary professional representative for the department, handling routine and non-routine inquiries with a high degree of diplomacy, tact, and urgency.
Project & Workflow Coordination
• Project Tracking: Use modern collaboration tools (e.g., Asana, Slack) to keep the team aligned on deliverables and deadlines.
• Continuous Improvement: Actively seek out ways to improve administrative processes. We encourage our team to explore new technologies-including AI tools-to automate repetitive tasks and improve overall productivity.
• Document Management: Prepare, format, and organize high-quality documentation, ensuring all records are maintained with strict confidentiality.
Qualifications & Requirements
Minimum Qualifications
• Experience Baseline: 3+ years of experience in an administrative or office operations role, with a demonstrated ability to take initiative and work independently.
• Technical Proficiency: Expert-level knowledge of Microsoft Windows/Office Suite (Outlook, Word, Excel).
• Modern Toolset: Experience with (or strong willingness to learn) Asana, Slack, and Google Workspace.
• Soft Skills: Proven ability to manage competing priorities while maintaining a high level of professionalism, tact, and goodwill in a fast-paced environment.
Preferred Attributes
• Technical Curiosity: Experience utilizing AI/LLM tools to streamline daily tasks or improve process efficiency.
• Advanced Skills: Prior experience with basic scripting, coding, or data-oriented tools (e.g., R, Python, or API-based automation) is a significant plus.
• Event Logistics: A track record of successfully planning, coordinating, and executing office events or team meetings.
• Reliability: Consistent in-person availability is required to ensure smooth office operations.
Equal Opportunity Employer / Disabled / Protected Veterans
The Know Your Rights poster is available here:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf
The pay transparency policy is available here:
https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf
For temporary assignments lasting 13 weeks or longer, AllSTEM Connections is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.
We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.
AllSTEM Connections participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.
https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf
We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
Additional Skills
(none specified)
AllSTEM Representative Contact Info
Account Executive:
IN HOUSE
Branch Phone:
(909) 244-1777
Location:
Ontario, CA