Administrative Coordinator

About The Simon Agency

The Simon Agency is a boutique advisory firm headquartered in Las Vegas, Nevada, specializing in corporate investigations, executive protection support, protective intelligence, risk advisory, and secure executive services.

Our clients include corporate executives, attorneys, private organizations, public officials, and high-profile individuals throughout the United States.

We are seeking an exceptionally organized, detail-oriented Administrative Coordinator to support our growing multi-state operations. This is not a typical office assistant position. The successful candidate will play a key role in keeping our operations organized, compliant, and running efficiently while supporting executive leadership.

The Administrative Coordinator serves as the administrative backbone of The Simon Agency.

This position is responsible for supporting executive leadership, maintaining regulatory and licensing records across multiple states, coordinating office operations, preparing client and operational documents, and ensuring the company remains organized and compliant as we continue to expand nationwide.

The ideal candidate enjoys organizing complex information, managing multiple priorities, and working in a fast-paced professional environment where discretion, accuracy, and initiative are essential.

Responsibilities include, but are not limited to:

• Provide daily administrative support to executive leadership
• Manage calendars, meetings, appointments, and travel arrangements
• Prepare professional correspondence, reports, spreadsheets, and presentations
• Maintain digital and physical filing systems
• Answer and direct incoming phone calls and emails professionally
• Coordinate office operations and administrative projects
• Assist with client onboarding and document preparation
• Organize and maintain confidential records

• Maintain licensing and compliance records for multiple states
• Track regulatory renewal deadlines and required documentation
• Prepare licensing and renewal applications
• Coordinate appointments, training records, insurance certificates, and compliance documentation
• Maintain personnel qualification files
• Ensure company records remain organized and audit-ready

• Create and maintain operational and client files
• Prepare project folders and supporting documentation
• Coordinate procurement of office supplies and operational materials
• Assist with scheduling meetings, training, and travel logistics
• Organize SharePoint, One Drive, and cloud-based filing systems
• Assist with special projects as assigned

• High School Diploma or GED required
• Minimum of three years of administrative experience
• Excellent organizational and time-management skills
• Strong written and verbal communication skills
• Professional appearance and demeanor
• Ability to maintain strict confidentiality
• Ability to manage multiple projects simultaneously
• Strong attention to detail and accuracy
• Self-motivated with excellent follow-through

Required:

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft Teams
• Adobe Acrobat
• Microsoft One Drive
• SharePoint (or willingness to learn)

Preferred:

• Microsoft 365
• CRM software
• Square (basic knowledge)
• AI productivity tools (ChatGPT, Microsoft Copilot, or similar)
• Project management software

The ideal candidate is someone who:

• Thrives in a fast-paced environment
• Takes pride in organization and accuracy
• Communicates professionally with executives and clients
• Can anticipate needs before being asked
• Learns new technology quickly
• Works well independently while supporting a collaborative team
• Maintains confidentiality and professionalism at all times