Executive Administrative Coordinator

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Why Vagaro? At Vagaro, we believe in fostering a collaborative and inclusive work environment where every team member can thrive. Our culture is built on innovation, continuous learning, and a passion for making a positive impact. We support our employees' growth and vision for themselves, offering opportunities for professional development and career advancement. Join us and be part of a team that values creativity, teamwork, and a commitment to excellence. Plus, we know how to have fun while getting the job done!

About the Role: The Office Coordinator is responsible for maintaining efficient and accurate administrative functions for the organization. This person has exceptional customer service skills to help us manage office operations and provide administrative support across the business.

This position is onsite in Pleasanton, CA.

Compensation

• Base Hourly Pay: $26.00 - $34.00
• Annual Bonus: Up to 10%
  
  

What You'll Do

• Be an ambassador of company culture and values
• Be approachable, reliable, and energetic
• Field inquiries from employees
• Attend front reception area in order to open and assist with front door
• Maintain the overall appearance, organization, and cleanliness of the workplace
• Performing daily walkthroughs to ensure workstations, conference rooms, bathrooms, and public spaces on all floors are clean and presentable
• Own our in-office pantry and DoorDash programs
• Assist in leading the day-to-day operations
• Assist in all mail and shipping needs
• Assist in addressing building-related needs and requirements including working with building management team
• Keep inventory on all Vagaro merchandise
• Implement and suggest updates to office policies, procedures, and safety standards (i.e. emergency evacuation plan, visitor registration, security, etc.)
• Manage building and vendor communication and visits from start to finish, including: project scheduling, invoicing, and building services booking
• Coordinate both in-house and off-site events including the Holiday party, company picnic and Board meetings. Greet Board members upon arrival, order breakfast and set-up prior to meeting.
• Assist three Executives with managing their calendars and other projects
• Partner with the People Operations team to facilitate employee events, new hire photos, company meetings, lunches, customer meet-ups, etc.
• Maintain inventory and supply management of office supplies, cleaning supplies, bathroom supplies and coffee machine supplies
• Submit facilities requests to Property Management
• Kitchen Supplies: coffee station items, paper towels, dish soap. Replenish coffee stations daily.
• Submit desk relocation tickets to IT
• Weekend and holiday HVAC management (submit hours of operation and monthly log to Finance and Property Management for records)
• Outreach support for hotel bookings: CC authorization form requests and request folios upon guest check out when needed.
• Process check deposits and maintain accurate records for Finance department. Check log filing (scanning, recording and sending to Finance for records).
• Internal communications via email and Teams
• Office Events
• Rosewood Commons on Campus Events and Initiatives
• Oversee property management for Hines/Articul8
• Other duties as assigned
  
  

What We're Looking For

• High school diploma or equivalent required; Associate's or Bachelor's degree in business administration, office management, or a related field preferred.
• Minimum of 2 years of experience in office administration, customer service, or a related field.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and other office equipment (fax, scanner, copier).
• Typing an average of 60 WPM
• Must work with a high degree of accuracy with strong attention to detail
• Ability to prioritize multiple tasks and timelines
• Highly Organized
• Effective, accurate, and professional verbal and written communication
• A strong and genuine desire to provide unmatched team and client support
• Strong team contributor
• Strategic and forward thinking and communication
• Ability to modify work and communication style based on tasks and who you are working with
• Ability to effectively work as a team and independently
• Able to maintain confidentiality
  
  

Why You'll Love Working Here

• Attractive Compensation & Performance Bonuses: Enjoy a competitive salary paired with performance-based bonuses
• Generous PTO: 15 accrued days, plus 10 company holidays annually.
• Health & Wellness: Comprehensive healthcare, dental, and vision plans for you and your family.
• Exclusive Perks: Discounts on attractions, theme parks, shows, sports events, movies, hotels, and more through TicketsAtWork.
• Beauty Perks: $30/month reimbursement for any Vagaro service, including health, beauty, or wellness treatments.
• Food Perks: $50 monthly stipend for our onsite microkitchen and a complimentary DoorDash DashPass subscription.
• Growth Opportunities: College Assistance Reimbursement, access to EAP & Work/Life Programs, and a LinkedIn Learning account.
• Financial Security: 401k program with 4% matching and optional life/supplemental insurance.
• Stay Active: Access to our on-site gym, flavored water dispenser, and basketball court to keep you fit and energized!
  
  

Equal Opportunity Employer

Vagaro is proud to be an Equal Employment Opportunity and affirmative action employer. We foster an inclusive environment where individuals are evaluated without discrimination based on gender, race, ethnicity, age, disability, religion, sexual orientation, gender identity, veteran status, or any other characteristics protected by law.

Privacy Policy

Your privacy matters! At Vagaro, we are committed to protecting your personal information. Before proceeding with your application, please review our Employee and Applicant Privacy Notice here (https://www.vagaro.com/pro/vagaro-employee-and-applicant-privacy-notice). By submitting your application, you acknowledge that you have read and understood our Privacy Notice, which outlines how we collect, use, disclose, and protect your information during the recruitment and employment process.

Vagaro is an E-Verify employer. Learn more at www.e-verify.gov (https://www.e-verify.gov/)

Learn More About Vagaro

Visit us at vagaro.com/pro (https://www.vagaro.com/pro) and vagaro.com (https://www.vagaro.com/) to learn more.

If you have questions about this posting, please contact support@lensa.com