administrative assistant coordinator

Marcus & Millichap

<div><div><b>Marcus &amp; Millichap's Rancho Cucamonga</b> office is looking for an administrative assistant/marketing coordinator to join a top brokerage team. The ideal candidate is a proactive self-starter. Detail-oriented and capable of managing multiple projects simultaneously, they thrive in a fast-paced environment and work well independently.</div><div></div><div><br>
This position is part-time, 24-28 hours per week.</div>
<h3 class="jobSectionHeader"><b>Responsbilities:</b></h3><ul><li>
Develop property-specific custom Listing Proposals, Broker Opinion of Values (BOVs), &amp; Offering Memorandums to support sales and marketing efforts.</li><li>
Create and execute Listing Brochures/Flyers, Email Campaigns, Postcards, Mailers, and other marketing collateral.</li><li>
Liaise with third-party consultants such as photographers, print ad representatives, etc.</li><li>
Support transactions: Assist with the coordination of real estate transactions from listing through closing, including preparing and organizing documentation such as Representations Agreements, Purchase Agreements, Letters of Intent (LOIs), Addendums, Waivers, and other legal documents as required.</li><li>
Prepare, file, and maintain transaction documents, including listing agreements, purchase agreements, closing documents, amendments, etc.</li><li>
Maintain databases: Create, update, and maintain organized and accurate digital files, including client and property information, ensuring all data is current and confidential.</li></ul><h3 class="jobSectionHeader"><b>
Qualifications:</b></h3><ul><li>
Proficiency in Adobe InDesign is a must</li><li>
Experience with Adobe Creative Suite (Photoshop, Illustrator, etc.) preferred</li><li>
Highly organized, detail-oriented, and self-motivated</li><li>
Strong project management skills with the ability to multitask and meet deadlines</li><li>
Proficient in Microsoft Office (Word, PowerPoint, Excel)</li><li>
Constant Contact Is a plus</li></ul></div>

Administrative Assistant/Marketing Coordinator

Symplast

<div>
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  <strong>
   Role Summary
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 </p>
 <p>
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  We are seeking a detail-oriented and proactive Administrative Assistant to support our&nbsp; team by managing administrative tasks and coordinating events. This role will balance day-to-day administrative responsibilities with event planning and logistics, including tradeshows and conferences. The ideal candidate is highly organized, resourceful, and thrives in a fast-paced environment, with strong communication skills and a collaborative mindset.&nbsp;
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   Responsibilities
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  <em>
   <span class="ql-cursor">
    ﻿
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   Administrative Support
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 <ul>
  <li>
   Provide general administrative support including scheduling, calendar management, travel bookings, and expense reporting.&nbsp;
  </li>
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   Maintain organized filing systems, contact databases, and internal documentation.&nbsp;
  </li>
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   Assist with drafting correspondence, preparing reports, and creating presentations.&nbsp;
  </li>
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   Support recruiting activities by scheduling interviews, coordinating feedback, and tracking candidate progress.&nbsp;
  </li>
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   Handle ad hoc administrative tasks to ensure smooth day-to-day operations.&nbsp;
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 </ul>
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 </p>
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  <em>
   Event Coordination
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   Support planning and execution of company events including tradeshows, conferences, team offsites, and the annual user conference.&nbsp;
  </li>
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   Manage event logistics such as storage organization. registration, booth setup, vendor coordination, travel arrangements, and shipping of materials.&nbsp;
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   Track event timelines, budgets, and deliverables to ensure on-time and on-budget execution.&nbsp;
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   Maintain organization of company storage facility, including event materials, marketing collateral, and supplies.&nbsp;
  </li>
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   Responsible for inventory tracking and ensuring materials are prepared and shipped for upcoming events.&nbsp;
  </li>
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   Partner with sales, marketing, client success, and leadership to ensure events reflect company goals and brand standards.&nbsp;
  </li>
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   Serve as point of contact for event vendors, venues, and internal stakeholders.&nbsp;
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  <strong>
   Qualifications
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   2+ years of administrative or event coordination experience; experience in a remote or fast-paced startup environment preferred.&nbsp;
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   Strong organizational skills with ability to manage multiple priorities simultaneously.&nbsp;
  </li>
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   Excellent written and verbal communication skills.&nbsp;
  </li>
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   Proficiency with Microsoft Office Suite and scheduling/communication platforms (e.g., Slack, Zoom, Outlook, Google Workspace).&nbsp;
  </li>
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   Experience coordinating logistics for tradeshows or conferences is a plus.&nbsp;
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   High attention to detail, resourcefulness, and follow-through.&nbsp;
  </li>
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   Ability to maintain discretion and confidentiality.&nbsp;
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   Bachelor&rsquo;s degree or equivalent experience preferred.&nbsp;
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   Physical &amp; Work Requirements
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   Must be able to lift, carry, and move boxes or materials weighing up to 30 pounds.&nbsp;
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   Willingness to organize and maintain event-related storage space and supplies.&nbsp;
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    <em>
     Hybrid obligation: must be able to work from our Fort Lauderdale office at least once per week, with flexibility for additional in-office presence during event preparation periods.&nbsp;
    </em>
   </strong>
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  <strong>
   What We&rsquo;re Looking For
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   A team player with a service-oriented mindset who enjoys supporting others.&nbsp;
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   Someone who is proactive, adaptable, and comfortable juggling both administrative duties and event planning.&nbsp;
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   An individual who thrives in a fast-moving environment and can execute tasks with precision and professionalism.&nbsp;
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   About Symplast&nbsp;
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   With the #1 Mobile EHR/Practice Management platform, Symplast delivers the 21st century solution that aesthetics and med spas have been waiting for. Symplast offers tools and solutions including conversion dashboards, HIPAA compliant texting, revenue cycle management, lead management, e-prescription and more. From check-in to charting, scheduling to marketing, Symplast&rsquo;s all-in-one platform allows you to run your business form anywhere in the world, on any device, at any time!&nbsp;
  </span>
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   Since its creation by a plastic surgeon with an adjoining medical spa, Symplast EHR has focused on mobile technology that changes the way providers present their services and the way that patients manage their health care.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;
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   Using cutting-edge cloud technology, Symplast&rsquo;s tools are available on computers, tablets, and smartphones, creating a necessary work-life balance for doctors as they access the clinical, financial, and operational data of their business at any time, from any place.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;
  </span>
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   We support clients by presenting them with their data, enabling their practice to make informed decisions and provide smarter care. Empowering both practice and patient to know, manage, and engage with one another, Symplast is disrupting the aesthetic industry and transforming the way healthcare is delivered.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;
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   Our mission is to continue to provide intuitive and innovative tools and solutions that will adapt to meet the ever-changing landscape of healthcare and the needs of today&rsquo;s aesthetic patient. Symplast knows that your workflows become their patient experience.&nbsp;
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Administrative Assistant & Event Coordinator

Oliver Shaw

<p><b>About Us:</b></p><p>We are a growing interior architecture firm dedicated to delivering thoughtful, high-quality design. Our work is rooted in creativity, attention to detail, and collaboration. We are seeking an organized and proactive Administrative Assistant &amp; Procurement Coordinator to support our team and help ensure smooth operations from design through project completion.</p><p><b>Position Overview:</b></p><p>The Administrative Assistant &amp; Procurement Coordinator will play a dual role: supporting the day-to-day operations of the studio and managing the procurement process for our interior architecture + design projects. This position requires strong organizational skills, attention to detail, and the ability to balance multiple priorities in a fast-paced, creative environment.</p><p><b>Key Responsibilities:</b></p><ul><li>Provide administrative support to the design team, including scheduling, filing, document preparation, and client communication.</li><li>Coordinate procurement of furniture, fixtures, finishes, and accessories (FF&amp;E), including sourcing, quoting, purchase orders, and tracking.</li><li>Manage vendor relationships and maintain up-to-date vendor libraries and contacts.</li><li>Track orders, deliveries, and installations; ensure all procurement activities align with project timelines and budgets.</li><li>Assist with project documentation, presentations, and record-keeping.</li><li>Support the overall office workflow and contribute to a positive and professional team environment.</li></ul><p><b>Qualifications:</b></p><ul><li>Previous administrative, project coordination, or procurement experience (design, architecture, or interiors preferred).</li><li>Strong organizational and time management skills with the ability to manage multiple deadlines.</li><li>Excellent communication skills, both written and verbal.</li><li>Proficiency in Google Drive; knowledge of design software (Revit, AutoCAD, InDesign, Studio Designer, or similar) is a plus.</li><li>Detail-oriented, resourceful, and able to take initiative.</li><li>Enthusiasm for design and a collaborative mindset.</li></ul><p><b>Compensation &amp; Benefits:</b></p><ul><li>Competitive hourly rate, based on experience.</li><li>Opportunity for growth within a creative, supportive team.</li><li>Flexible work environment with exposure to all aspects of the design process.</li></ul><p>Job Type: Full-time</p><p>Benefits:</p><ul><li>Flexible schedule</li><li>Paid time off</li><li>Professional development assistance</li></ul><p>Work Location: In person</p>

Interior Design - Administrative Assistant & Procurement Coordinator

RJRO Restaurant Group

<p>Executive Assistant &amp; Operations Coordinator</p><p>We are seeking a highly organized and proactive <b>Executive Assistant &amp; Operations Coordinator</b> to support our leadership and manage key operational tasks. The ideal candidate is a self-starter with a strong background in administrative support, real estate, and digital marketing. You'll be the backbone of our daily operations, ensuring everything runs smoothly, from client communications to social media presence.</p><p>Key Responsibilities</p><ul><li><b>Executive &amp; Administrative Support:</b></li><li>Serve as a skilled executive assistant, handling a variety of daily duties to keep the business and its owners on task and highly productive.</li><li>Manage calendars, schedule appointments, and coordinate internal and external meetings.</li><li>Oversee a variety of tasks and projects, ensuring deadlines are met.</li><li><b>Real Estate &amp; Client Management:</b></li><li>Leverage your experience in <b>short-term rental leasing</b> and <b>single-family real estate (SFR)</b> to assist with property management and client communication.</li><li>Draft and send follow-up emails to clients, maintaining professional and timely communication.</li><li>Learn, understand, and effectively manage our various <b>CRM systems</b> to track leads, clients, and properties.</li><li><b>Financial &amp; Digital Operations:</b></li><li>Utilize your <b>QuickBooks experience</b> to manage and organize financial records, invoices, and expenses.</li><li>Create and post engaging content for our company's social media channels.</li><li>Maintain and update our company websites, ensuring all information is current and accurate.</li></ul><p>Qualifications</p><ul><li>Proven experience as an executive assistant or in a similar administrative role.</li><li><b>Must be reliable and able to work in the office.</b></li><li>Proficiency with <b>QuickBooks</b> for financial management.</li><li>Demonstrable experience in <b>social media content creation</b> and posting across different platforms.</li><li>Ability to quickly learn and manage different <b>CRM systems</b>.</li><li>Familiarity with website upkeep and content management systems.</li><li>Prior experience in <b>short-term rental leasing</b> and/or <b>single-family real estate (SFR)</b> is a must.</li><li>Strong organizational skills and exceptional attention to detail.</li><li>Excellent written and verbal communication skills.</li><li>Proactive problem-solver with a strong ability to work independently and manage multiple tasks simultaneously.</li></ul><p>Job Type: Full-time</p><p>Pay: From $40,000.00 per year</p><p>Benefits:</p><ul><li>Paid time off</li></ul><p>Work Location: In person</p>

Executive Assistant & Operations Coordinator

New York University

<div>Position Summary:
<div><b><i>
UAE Nationals are encouraged to apply</i></b></div><div></div><div><br>
New York University Abu Dhabi (NYUAD) seeks to appoint an Administrative Coordinator reporting to the Operations Manager, Science Division.</div><div></div><div><br>
The Administrative Coordinator for the MSc in Interdisciplinary Data Science and Artificial Intelligence (IDSAI) is responsible for supporting the efficient and effective administration of this newly launched graduate program. The IDSAI program brings together faculty and students across disciplines&mdash;from computer science, mathematics, and engineering to the humanities and social sciences to tackle real-world problems using advanced data and AI methods. The Program Coordinator plays a pivotal role in supporting faculty, guiding students, and ensuring operational excellence in line with NYUAD&rsquo;s academic standards</div><div></div><div><b><br>
Key Responsibilities:</b></div><div></div><div><i><br>
Program and Administrative Operations / Management:</i></div><ul><li>
The Program Administrative Coordinator manages the daily operations of the MSc program, including course scheduling, curriculum tracking, and thesis coordination.</li><li>
Oversee timelines, milestones, and deliverables to ensure smooth delivery, while liaising with internal units such as the Registrar, Admissions, IT, Finance, and Immigration. Responsibilities include managing the program budget with the Provost&rsquo;s Finance Office, leading program launch activities&mdash;branding, space planning, and logistics&mdash;and handling procurement, travel, event planning, guest visits, and vendor coordination</li><li>
The Coordinator also ensures accurate documentation and record-keeping in line with university policies</li></ul><div><i>
Admissions and Recruitment:</i></div><ul><li>
The Coordinator supports the annual admissions cycle by coordinating with Graduate Admissions, monitoring applications, and managing applicant communications and logistics via SLATE</li><li>
Help organize recruitment events and promotional activities in collaboration with faculty and Science Communications</li></ul><div><i>
Faculty Coordination:</i></div><ul><li>
Working closely with the Program Director and faculty, the Coordinator supports teaching assignments, course planning, and events</li><li>
Liaise with the Registrar to ensure accurate course scheduling and serve as the primary contact for faculty-related administrative matters, including meetings and guest lectures</li></ul><div><i>
Student Support:</i></div><ul><li>
The Coordinator serves as the main administrative contact for MSc students, providing support on course selection, registration, policies, and completion requirements.
</li><li>Coordinate onboarding and orientation and offer system training (e.g., Concur, EMS) as needed</li></ul><div><i>
Program Assessment and Continuous Improvement:</i></div><ul><li>
This role collects data for assessments, accreditation, and reporting. The Coordinator administers feedback tools and tracks alumni outcomes to support program improvement and strategic planning</li></ul><div><i>
Partnerships and External Engagement:</i></div><ul><li>
The Coordinator supports collaborations with external partners to enhance internships, research, and professional development opportunities. They help facilitate placements, career talks, and joint initiatives</li></ul>
Qualifications:
<div><b>
Required Education:</b></div><ul><li>
Bachelor&rsquo;s Degree</li></ul><div><b>
Preferred Education:</b></div><ul><li>
Master&rsquo;s Degree</li></ul><div><b>
Required Experience:
</b></div><ul><li>More than one-year experience in a comparable position in an academic organization</li><li>
Organization and Time Management: The ability to effectively organize and manage multiple tasks, prioritize responsibilities, and meet deadlines is essential. Strong time management skills are required to handle various clerical duties, coordinate events, track purchases, and ensure smooth operations</li><li>
Communication and Interpersonal Skills: Excellent communication skills, both verbal and written, are vital for interacting with faculty, students, staff, and external stakeholders. Administrators must be able to convey information clearly, listen attentively, and build positive relationships to effectively support the program and coordinate events</li><li>
Attention to Detail: Having a keen eye for detail is critical to performing clerical duties accurately and maintaining accurate records. Administrators need to ensure adherence to university policies, track budgets, process reimbursements, and handle procurement processes meticulously</li><li>
Problem-Solving and Adaptability: Administrators should possess strong problem-solving skills to address challenges that may arise during event planning, procurement, or other administrative tasks. Additionally, being adaptable and flexible helps accommodate changing priorities and multiple stakeholders needs</li><li>
Technology Proficiency: Proficiency in using relevant software and systems such as e-Pro, Concur, Google Suite, and other administrative tools is essential. Administrators need to effectively utilize these platforms to manage purchases, track orders, process reimbursements, and maintain records accurately</li></ul><div><b>
Preferred Experience:</b></div><ul><li>
More than three-years&rsquo; experience in an administrative position</li><li>
Technology Proficiency: Proficiency in using relevant software and systems such as e-Pro, Pcard, Concur, and other administrative tools is essential. Administrators need to effectively utilize these platforms to manage purchases, track orders, process reimbursements, and maintain records accurately. Previous experience with these, or similar, is desirable. Any experience setting up shared drives, filing systems, or using project management tools can enhance ability to streamline administrative processes for increased efficiency</li><li>
Strategic Financial Planning: Demonstrating the ability to not only manage budgets but also develop comprehensive financial strategies that align with the programs&rsquo; long-term goals and contribute to its growth and sustainability. This could involve identifying potential cost-saving measures, or exploring new funding opportunities etc.
</li><li>Any experience working with graduate and or academic programs, roll-out of new academic programs, curriculum oversight, marketing and engagement</li><li>
Fully proficient in spoken and written English language</li><li>
Stakeholder engagement skills; including the ability to build strong rapport with faculty, students, alumni, and external partners</li><li>
Strong collaboration skills; any experience facilitating interdisciplinary projects or multi-unit offerings, particularly being the point of contact and coordination, can set you apart as an ideal candidate</li></ul>
Additional Information:
<div>
The University is an equal opportunity employer committed to equity, diversity and social inclusion.</div></div>

Administrative Coordinator, Science Division (Fixed Term 2 Years)

Qatar Airways

<div><div><div><div><div><div><div><div>Job title
</div><div>Administration Coordinator
</div></div><div><div>Ref #
</div><div>226192
</div></div><div><div>Location
</div><div>Qatar - Doha
</div></div><div><div>Job family
</div><div>Corporate &amp; Commercial
</div></div><div><div><ul><li>Closing date: 17-Sep-2025</li></ul><br>
</div></div></div></div></div><div><div><div><div><div><p><b>About the role:</b></p><p>
Qatar Airways are pleased to announce an incredibly exciting opportunity to join our Group Risk, Safety &amp; Security (GRS&amp;S) team as an Administration Coordinator to be based in Doha, Qatar.</p><p>
As an Administration Coordinator, you will responsible for providing administration support for the smooth functioning of the department on a daily basis and perform secretarial duties, which require handling of confidential and sensitive information. In this role, you will also represent the department through the management of correspondence, telephone and personal contacts as well as undertaking projects as directed by the line manager in order to support departmental initiatives.</p><p><b>
Specific responsibilities for the role include:</b></p><ul><li><p>
Perform various administrative duties to support requirements and maintain the department's functions smoothly on a daily basis. Handle a wide variety of situations and tasks involving the administrative function of the office. Tactfully handle enquiries and/or refer to appropriate personnel/department.</p></li><li><p>
Manage, coordinate, and maintain a calendar of appointments, travel arrangements, and communication records (documents, faxes, mail) to meet the requirements of the line manager, to record, filter, disseminate, and communicate all incoming and outgoing matters.</p></li><li><p>
Provide business documentation support, including minutes of meetings, report writing, presentation creation, spreadsheet preparation, and distribution of such materials. Compile reports as directed and ensure that all files are complete and properly maintained.</p></li><li><p>
Independently manage multiple tasks and assigned projects such as raising Purchase Orders, Purchase Requests, etc., whilst respecting the deadlines and simultaneously ensuring the integrity of all information and data.</p></li><li><p>
Support the department with data entry and database management.</p></li><li><p>
Prepare departmental staff duty travel logistics (tickets, hotels and visas), to assist with the timely completion of the audit schedule.</p></li><li><p>
Organize required office equipment for new and existing staff, arrange departmental events, meetings, or training sessions, including logistics and materials preparation.</p></li><li><p>
Establish a confidential filing system for all correspondence generated to and from the Compliance Monitoring - Operations Department, categorizes and maintains industry manuals, sensitive correspondence and other source material.</p></li><li><p>
Promote high standards of corporate values through correspondence, telephone and personal contact.</p></li></ul><p><b>
Be part of an extraordinary story</b><br>
Your skills. Your imagination. Your ambition. Here, there are no boundaries to your potential and the impact you can make. You&rsquo;ll find infinite opportunities to grow and work on the biggest, most rewarding challenges that will build your skills and experience. You have the chance to be a part of our future, and build the life you want while being part of an international community. Our best is here and still to come. To us, impossible is only a challenge. Join us as we dare to achieve what&rsquo;s never been done before.<br>
Together, everything is possible.</p>
</div></div></div></div></div><div><div><div><h3 class="jobSectionHeader"><b>Qualifications
</b></h3></div></div><div><div><div><div><p><b>About you</b></p><p>
The successful candidate will have the following skills and qualifications:</p><ul><li><p>
High School qualifications or equivalent with a minimum of 3 year of job-related experience.</p></li><li><p>
Proven experience as an administrative assistant or in a similar role.</p></li><li><p>
Prior experience in an office setting is preferred, preferably in administrative support.</p></li><li><p>
Familiarity with ERP-related software and e-filing systems.</p></li><li><p>
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment.</p></li><li><p>
Understanding of the importance of handling sensitive information with discretion.</p></li><li><p>
Ability to priorities tasks and manage multiple responsibilities efficiently.</p></li><li><p>
Strong organizational skills with the ability to multitask and prioritize effectively.</p></li><li><p>
Attention to detail and problem-solving abilities.</p></li><li><p>
Excellent verbal and written communication skills.</p></li></ul><p><b>
About Qatar Airways Group</b><br>
Our story started with four aircraft. Today, we deliver excellence across 12 different businesses coming together as one. We&rsquo;ve grown fast, broken records and set trends that others follow. We don&rsquo;t slow down by the fear of failure. Instead, we dare to achieve what&rsquo;s never been done before. So, whether you&rsquo;re creating a unique experience for our customers or innovating behind the scenes, every person contributes to our proud story. A story of spectacular growth and determination. Now is the time to bring your best ideas and passion to a place where your ambition will know no boundaries, and be part of a truly global community.</p><p><b>
How to apply</b><br>
If you&rsquo;re ready to join a progressive team and have a challenging and rewarding career, then apply now by uploading your CV and completing our quick application form.</p><br>
</div></div><div></div><div><div><br>
<div><b>About Qatar Airways Group
</b></div><br>
Our story started with four aircraft. Today, we deliver excellence across 12 different businesses coming together as one. We&rsquo;ve grown fast, broken records and set trends that others follow. We don&rsquo;t slow down by the fear of failure. Instead, we dare to achieve what&rsquo;s never been done before.<br>
<br>
So whether you&rsquo;re creating a unique experience for our customers or innovating behind the scenes, every person contributes to our proud story. A story of spectacular growth and determination. Now is the time to bring your best ideas and passion to a place where your ambition will know no boundaries, and be part of a truly global community.<br>
</div></div><div><div>https://aa115.taleo.net/careersection/QA_External_CS/jobapply.ftl?lang=en&amp;job=226192</div></div></div></div></div></div></div></div>

Administration Coordinator

Accutree Consulting

<p><b>Job Title:</b> Executive Assistant &amp; Operations Coordinator<br/><b>Location:</b> Riyadh, Saudi Arabia.</p><p><b>About Us</b></p><p>We are expanding in the MEA region and seeking an <b>Entry-Level Executive Assistant &amp; Operations Coordinator</b> to support our MEA VP and regional operations.</p><p><b>Key Responsibilities</b></p><ul><li><b>Executive Support:</b> Calendar management, travel arrangements, expense tracking, and confidential correspondence.</li><li><b>Operations Coordination:</b> Support strategic planning, customer engagement, project tracking, and cross-functional collaboration.</li><li><b>Follow-up &amp; Accountability:</b> Document action items from meetings and ensure timely execution.</li><li><b>Reporting &amp; Forecasting:</b> Assist in weekly, monthly, and quarterly reports, supporting accurate forecasts and business planning.</li><li><b>Client &amp; Stakeholder Liaison:</b> Serve as a point of contact for internal teams, clients, and external partners.</li><li><b>Office &amp; Event Management:</b> Oversee office logistics, supplies, and event coordination.</li></ul><p><b>Qualifications</b></p><ul><li>Bachelor&rsquo;s degree in <b>Business Administration, Management, or related field</b>.</li><li>Strong <b>organizational, follow-up, and project coordination</b> skills.</li><li>Excellent <b>communication</b> (written &amp; verbal) and stakeholder management.</li><li>Analytical mindset with the ability to <b>interpret data and generate insights</b>.</li><li>Proficient in <b>Microsoft Office (Word, Excel, PowerPoint, Outlook)</b>.</li><li>Adaptable, proactive, and able to thrive in a <b>fast-paced environment</b>.</li></ul><p><b>What We Offer</b></p><ul><li>Growth and career development opportunities.</li><li>A <b>dynamic, inclusive, and supportive work environment</b>.</li><li>Opportunity to make a <b>meaningful impact</b> in a rapidly growing cybersecurity company.</li></ul><p>Job Types: Full-time, Permanent</p>

Executive Assistant & Coordinator

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