What are the responsibilities and job description for the Office Coordinator | Personal Assistant position at Sportsdigita?
JOB OBJECTIVE
We are seeking a highly organized, adaptable, and proactive Office Coordinator / Personal Assistant to serve as a vital member of our team. This hybrid role combines traditional office coordination responsibilities with high-level personal and executive support for our CEO, offering a dynamic and rewarding opportunity for someone who thrives in a fast-paced environment and enjoys variety in their day-to-day work. This is an ideal role for someone who takes pride in being dependable, discreet, and detail-oriented, and who is energized by supporting others and keeping things running smoothly behind the scenes.
ESSENTIAL FUNCTIONS
Office Coordinator
- Act as the face of Sportsdigita for visitors who arrive at our office; directing them to appropriate conference rooms, informing appropriate staff about their arrival and ensuring they have a warm greeting and welcome
- Receive and sort mail daily, pack and ship packages, sending out to ensure timely delivery
- Assist Finance team with expense reporting, scanning checks/bills, and collecting company receipts for accurate record keeping
- Ensure lunch is provided daily for CEO and President and as needed occasionally for other executives and scheduled meetings
- Keep the office common areas, conference rooms, and kitchen clean throughout the day
- Ensure office supplies are always stocked, responsible for ordering supplies when needed and managing office vendor relationships
- Act as liaison with building management for office maintenance requests and badges
- Support executive leaders with miscellaneous errands as needed throughout the day
- Coordinate all company travel arrangements, including flights, hotels, transportation, and itineraries for staff and leadership
- Help plan and coordinate internal meetings and maintain conference room calendars
- Assist with onboarding processes for new hires and coordinate with HR/IT on setup needs
Personal Assistant to the CEO
- Provide comprehensive executive-level support including calendar management, meeting scheduling, and travel planning
- Manage confidential and sensitive information with the highest level of professionalism and discretion
- Handle personal errands, coordinate personal tasks, and support personal and business projects as assigned
- Maintain bookkeeping records for personal purchases and track spending for the CEO
- Be available after hours for time-sensitive or emergency needs
- Act as a trusted partner and right-hand to the CEO, anticipating needs and proactively resolving
