Administrative Assistant

Summary:

Duties & Responsibilities:

The Administrative Coordinator & Office Manager is a senior onsite role reporting directly to the CEO's Executive Assistant. This role requires 10+ years of administrative and executive support experience. Serving as a key partner to the CEO’s Executive Assistant and broader executive team, this position provides high-level administrative support across multiple executive management levels, including travel, expense management, and meeting coordination. The role leads corporate event planning from initial logistics through execution, manages daily office operations.

The ideal candidate is a discreet professional who can work independently with minimal direction while collaborating effectively with peers to drive operational excellence. Consistent on-site presence is required, with occasional extended hours to support events and executive activities.

Office Management

• Oversee daily office operations, ensuring a clean, safe, functional, and well-stocked work environment.

• Maintain and replenish office supplies; manage vendor and supplier relationships across facilities, cleaning, catering, IT support, and equipment.

• Own procurement processes including purchase requisitions, invoices, and purchase orders for office consumables and services.

• Serve as the primary liaison for building management, maintenance requests, and facilities issues.

• Coordinate new employee onboarding logistics including workstation setup, access provisioning, and office orientation.

Executive & Administrative Support

• Maintain confidentiality of all appropriate communications, documentation, and executive information at all times.

• Provide administrative support to multiple executive management-level positions, including the CEO's Executive Assistant, as required.

• Manage scheduling, calendar coordination, correspondence, and general administrative tasks.

• Arrange domestic and international travel for members of the executive team when required.

• Process purchase requisitions and invoices for payment in accordance with company procedures.

• Organize and schedule executive and departmental meetings, including catering coordination.

• Serve as the primary onsite coordinator for ad hoc and last-minute executive meetings, managing real-time logistics and hospitality needs.

• Help support corporate events including executive off-sites, team events, executive dinners, and the annual internal conference, managing all logistics from initial planning through execution.

• Help source and negotiate with vendors for venues, hotels, food and beverage, and event services; develop and track event budgets within approved parameters.

Pre-Requisites / Skills / Experience Requirements:

Qualifications:

• High school diploma or equivalent required; Associate degree preferred.

• Extensive Executive Administrative Assistant experience supporting senior leaders in a fast-paced environment.

• Proven experience planning and coordinating company events, meetings, and team activities with strong attention to detail.

• Proficient in Microsoft Office Suite, including Outlook, Teams, and Word; ability to quickly learn new tools and technologies.

• Exceptional organizational skills with a strong attention to detail and accuracy.

• Demonstrated ability to manage multiple priorities, follow through on tasks, and meet deadlines with minimal supervision.

• Strong interpersonal and communication skills, with the ability to build trusted relationships across all levels of the organization.

• Collaborative team player who thrives in a supportive, knowledge-sharing environment and is eager to learn from others and contribute ideas.

• Adaptable and growth-minded, with a willingness to take on new challenges and continuously improve processes and ways of working.

VIAVI Solutions is an equal opportunity and affirmative action employer – minorities/females/veterans/persons with disabilities