Adminstrative Assistant

Administrative Coordinator

Workplace Experience & Executive Support ($42K – $63K, midpoint ~$53K)

Reflex Media | Full-Time | Onsite – Las Vegas, HQ

At Reflex Media, the Administrative Coordinator is the person who makes the office feel effortless for executives, employees, guests, and new hires alike. You will own workplace operations, culture moments, and executive support with the kind of initiative and pride that means things get done before anyone has to ask.

You will be the backbone of how this office runs and feels. That means anticipating needs, building processes that stick, showing up for people in ways they notice, and taking genuine ownership of the experience of working here.

Our vision for this role is simple: effortless. Everything is where it is supposed to be. The office looks good. People have what they need without asking. Executives walk in and are taken care of. New hires feel celebrated. Culture moments happen consistently and with care.

If you are the kind of person who studies the people around you, learns what they like, what they need, and fills those gaps before they surface, this role was built for you.

• Serves as the primary on‑site support, anticipating needs, managing logistics, and removing friction
• Stocks and maintains executive office amenities (beverages, snacks, supplies)
• Coordinates printing, document routing, and signature collection
• Manages calendars, scheduling, and travel arrangements with precision and follow‑through
• Proactively offers meeting prep, lunch coordination, and ad‑hoc support during in‑office weeks

• Owns employee milestone recognitions, birthdays, work anniversaries, and team wins — with real celebration
• Leads internal culture programming:
  Kahoot events, in‑office week activities, holiday decorations, team celebrations, and surprise‑and‑delight moments
• Produces a regular internal newsletter or announcement cadence — benefits reminders, upcoming holidays, company news, event previews — with a creative, on‑brand voice
• Coordinates swag, welcome kits, and culture gifts with intention and follow‑through
• Brings energy and ideas to in‑office weeks — proposes activities, coordinates logistics, and creates moments people look forward to
• Champions a workplace culture where people feel seen, celebrated, and supported

• Maintains a clean, organized, guest‑ready office at all times — conference rooms, common areas, kitchen, and executive spaces
• Owns office supply inventory and procurement within budget; ensures nothing runs out unexpectedly
• Manages vendor relationships (HVAC, janitorial, maintenance), including quote approvals, issue escalation, and follow‑through on repairs
• Coordinates seating plans and workspace setup as team changes occur
• Serves as the point of contact for facilities‑related needs
• Conducts periodic office audits to identify and resolve anything that does not reflect the standard we hold ourselves to

• Coordinates all domestic travel: approvals, bookings, itineraries, and confirmation follow‑up
• Manages food and catering logistics using clear decision rules (individual orders vs. catering based on group size, preferred vendors by occasion) — no more figuring it out from scratch every time
• Schedules and coordinates internal meetings and in‑office events, including setup and teardown
• Proactively plans for in‑office weeks — activities, meals, and logistics handled in advance

• Owns the new hire setup experience end‑to‑end using a standardized, documented process: desk setup, equipment, supplies, swag, seating, and calendar
• Ensures every new hire's first day feels intentional and welcoming
• Supports scheduling and logistics for the onboarding calendar and early check‑ins

• Builds and maintains documented SOPs for recurring admin functions: supply ordering, travel booking, food coordination, new hire setup, and vendor management
• Manages filing systems (digital and physical), document routing,…