Administrative Coordinator - West Region

JBM has been hired by our client to identify candidates for Coordinator opening. This position will be based in their Irvine CA office. This is a hybrid opportunity 4 days in office/1 day remote.

The Coordinator, West Region reports directly to the Senior Vice President, West Region and provides administrative support to up to two additional regional leaders. This role is responsible for coordinating executive calendars, travel, expenses, communications, and office operations while prioritizing work based on direction from the Senior Vice President and regional business needs. The Coordinator serves as a trusted administrative partner, ensuring accurate execution, clear communication, and efficient workflows across the West Region.

• Manage calendars, meetings, agendas, notes, and follow‑up task lists for assigned leaders, including in‑person meetings and lunch engagements.
• Provide day‑to‑day administrative support to executives and managers with limited supervision.
• Coordinate scheduling and document flow across internal teams to support regional priorities.

• Book business travel using preferred travel booking platform, Concur.
• Process expense reports using Emburse, including meeting with assigned team members after travel or external events to review itineraries and ensure receipt collection.

• Create internal announcements in CUB and SharePoint related to deal announcements and other internal communications.
• Organize, maintain, and summarize documents and reference materials as needed.

• Coordinate vendor appointments, office services, and on‑site logistics.
• Order office supplies and catering for meetings and events.
• Receive, distribute, and deliver mail and packages.
• Serves as the initial point of contact for guests and vendors, including being responsible for answering video doorbell.
• Point person for initial IT related issues and conference room setup. Regular contact with MIS to troubleshoot issues.

• Leverage Microsoft Copilot to draft, summarize, and format emails, documents, and presentations.
• Generate meeting notes, action items, and follow‑up tasks from transcripts.
• Use AI tools to organize and summarize large documents, PDFs, and reference materials.

• Identify opportunities to improve administrative workflows using AI and automation.
• Partner with team members to implement more efficient processes while maintaining quality, accuracy, and compliance.

• Act in accordance with company values, policies, and procedures.
• Perform other duties as assigned based on regional and business needs.

• College degree strongly preferred and/or equivalent administrative experience supporting multiple stakeholders; 3+ years of experience in an administrative assistant, coordinator, or similar corporate support role.
• Strong organizational, communication, and time‑management skills.
• Ability to manage multiple priorities in a fast‑paced, deadline‑driven environment while maintaining professionalism.
• High attention to detail and discretion when handling confidential information.
• Proficiency with Microsoft 365 tools including Outlook, Word, Excel, PowerPoint, and Teams.
• Willingness and ability to adopt AI tools in daily work.
• Prior experience supporting multiple stakeholders or executives.
• Experience using Microsoft Copilot or similar AI‑enabled tools.
• Interest in continuous learning, process improvement, and operational efficiency.
• Administrative tasks are completed accurately and on time, with minimal rework.

Medical, Dental, Vision, Life Insurance, STD, LTD, PTO, Paid Holidays, etc.

Strong compensation including bonus target up to 10%