Office & Executive Coordinator; Hybrid

Office & Executive Coordinator

Location: Irvine, CA (Hybrid - 2 days in office, 3 days remote)

Type: Full-Time

Compensation: $24 - $28 per hour

Shift: 7:00 AM - 3:30 PM PT (Aligning with 10:00 AM - 6:30 PM ET)

Reports To: Director of HR

Ignite Visibility is an award-winning, premier digital marketing agency. We don't just follow best practices; we create them. Ranked as one of the top marketing companies in the nation, we are a fast-paced, innovative team dedicated to driving exceptional results. Our culture is built on collaboration, excellence, and a "get-it-done" attitude.

We are seeking a proactive, tech-savvy Office & Executive Coordinator to serve as the operational heartbeat of our Irvine headquarters and a strategic partner to our leadership team.

In this dual-purpose role, you will split your focus between running a seamless physical office and providing high-level support to our COO (based in the Eastern Time Zone). This role requires an early‑morning champion who can sync with the East Coast workday and manage the physical office with precision.

• Strategic Calendar Management:
  Own and optimize the COO’s calendar across multiple time zones. Proactively protect "Deep Work" blocks and ensure daily schedules are realistic and efficient.
• Logistics & Travel:
  Manage end-to-end travel arrangements (flights, lodging, ground transport) and coordinate complex off-site meetings and client meals.
• Task Mastery ():
  Utilize project management tools to track executive action items, ensuring nothing falls through the cracks across Slack, Email, and Zoom.
• Triage & Communication:
  Act as the first point of contact for the COO, managing inbox priorities and handling high-stakes communication with professionalism and discretion.

• Front of House:
  Serve as the professional face of our Irvine office, managing guest arrivals, deliveries, and first impressions.
• Facility Ownership:
  Ensure the office is stocked, tidy, and fully operational. Act as the primary liaison for building management and vendors (IT, maintenance, supplies).
• Hybrid Coordination:
  Maintain office continuity and culture even on remote days through diligent vendor scheduling and digital checklists.
• Event Planning:
  Assist with the execution of team-building events, all-hands meetings, and client visits that foster our unique company culture.

• Experience:
  
  2-4 years in executive support, office management, or a high-level administrative role.
• The "Early Start" Mindset:
  Must be available and energized for a 7:00 AM PT start to align with our East Coast leadership.
• Tech Stack Expert:
  Advanced proficiency in Google Workspace (Calendar, Sheets, Docs) and Slack.
• Logistics Logic:
  Proven experience in complex scheduling and booking end-to-end travel.
• Residency:
  Must live within commuting distance of Irvine, CA for the 2-day in-office hybrid requirement.

• Project Management:
  Hands-on experience with , Asana, or similar tools.
• Agency
  
  Experience:
  
  Familiarity with the fast-paced nature of a digital marketing or SaaS environment.
• Technical Troubleshooting:
  Ability to handle basic office tech/AV issues or coordinate effectively with IT support.

• Impact:
  You aren't just an admin; you are the bridge that keeps our leadership and HQ synchronized.
• Flexibility:
  Enjoy a hybrid schedule with 3 days of remote focus.
• Culture:
  Work in a modern, amenity-rich office with a team that values high performance and humor