Administrative Assistant

Job Overview

VIAVI is a technology company that develops equipment, software, and systems for network planning, deployment, certification, monitoring, and optimization.

The Administrative Coordinator & Office Manager is a senior onsite role reporting directly to the CEO's Executive Assistant and requires 10+ years of administrative and executive support experience.

• Provide high‑level administrative support to the CEO’s Executive Assistant and the broader executive team, including calendar coordination, correspondence, and general administrative tasks.
• Arrange domestic and international travel for executive team members.
• Process purchase requisitions and invoices for office consumables and services 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 such as executive off‑sites, team events, executive dinners, and the annual internal conference, managing all logistics from initial planning through execution.
• Source and negotiate with vendors for venues, hotels, food, beverage, and event services; develop and track event budgets within approved parameters.
• Oversee daily office operations, ensuring a clean, safe, functional, and well‑stocked work environment.
• Maintain and replenish office supplies; manage vendor and supplier relationships for 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 and maintenance requests.
• Coordinate new employee onboarding logistics, including workstation setup, access provisioning, and office orientation.

• 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 learn new tools quickly.
• Exceptional organizational skills with accuracy and strong attention to detail.
• Demonstrated ability to manage multiple priorities, follow through on tasks, and meet deadlines with minimal supervision.
• Strong interpersonal and communication skills, capable of building trusted relationships at all levels of the organization.
• Collaborative team player who thrives in a supportive, knowledge‑sharing environment and is eager to contribute ideas.
• Adaptable and growth‑mindful, willing to take on new challenges and continuously improve processes.

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