Job Title: Administrator, Business Operations
Role Level: Individual Contributor
Supervisor/Manager Title: CFO
Job Location & Environment: Irvine, CA – Corporate Office
Job Description Summary: Provide comprehensive administrative and operational support to department leadership and staff. This role supports day-to-day office activities, coordinates documentation and communication, and assists with basic operational and reporting tasks to ensure efficient business operations.
Job Responsibilities:
Administrative Support:
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Provide general administrative support to department staff and management.
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Maintain organized electronic and physical files in accordance with company policies and audit requirements.
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Prepare, format, and distribute correspondence, reports, and internal documents.
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Schedule meetings, coordinate calendars, and assist with meeting preparation and follow-up.
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Respond to internal and external inquiries in a professional and timely manner.
Office & Operational Support:
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Assist with tracking, routing, and processing departmental documents and requests.
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Coordinate with internal teams to obtain information, approvals, and supporting documentation as needed.
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Support onboarding and offboarding activities, including documentation and coordination with relevant departments.
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Assist with special projects and ad hoc administrative assignments.
Legal Support:
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Assist with contract execution via DocuSign.
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Draft agreements using established templates.
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Attach supporting documents, such as budgets, to finalized agreements.
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Monitor the contract management system (CLM) calendar and provide reminders to stakeholders regarding upcoming expirations and renewals; follow up as needed.
Finance Support:
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Assist with travel expense reporting.
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Assist with miscellaneous finance administrative tasks.
Reporting & Data Support:
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Compile and maintain basic logs, trackers, and reports to support department operations.
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Assist with periodic reviews of documentation for completeness and compliance with company policies.
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Enter and update information in company systems accurately and timely.
Communication & Coordination
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Act as a point of contact between department staff and other company employees.
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Communicate status updates and resolve routine administrative issues.
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Interact with external contacts in a professional manner that reflects positively on the company.
Required Education and Experience:
- Associate degree or equivalent work experience required.
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Minimum of 5-7 years of administrative or office support experience.
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Experience working in a structured, fast-paced business environment preferred.
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Familiarity with ERP, expense, or document management systems is a plus.
Skills and Abilities Required for This Job:
- Strong written and verbal communication skills.
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High attention to detail, accuracy, and organization.
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Ability to manage multiple tasks and prioritize effectively.
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Ability to work independently with minimal supervision.
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Professional demeanor with strong customer service orientation.
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Flexibility to work additional hours when necessary to meet deadlines
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Internal: Other department staff and company employees at all levels.
- External: Vendors, service providers, and external partners as required.
Physical Requirements:
