Administrative and Employee Experience Coordinator

About huMannity At huMannity Medtec, every day brings an opportunity to make an impact. As a nonprofit medical research and development organization with over 40 years of innovation behind us, we are dedicated to creating life-enhancing technologies that help address unmet healthcare needs. Our team is made up of curious thinkers, problem solvers, and passionate people who believe their work can make a difference. From research and engineering to operations and support teams, every role helps move our mission forward. We also believe that doing meaningful work starts with having the time to recharge. That is why we offer a 9/80 schedule, giving employees every other Friday off and 26 additional long weekends each year.

Why our team loves working here:

A mission-driven organization focused on improving lives Work-life balance with our 9/80 schedule Innovative projects with real-world impact A collaborative environment where ideas are welcomed Weekly team traditions, monthly lunches, and quarterly events that bring us together Position Summary The Administrative & Employee Experience Coordinator provides administrative, travel, event planning, employee engagement, and internal communications support across the organization. Reporting to the Senior Executive Assistant, this role supports day-to-day administrative activities, executive and company meetings, business travel, employee events, internal communications, and special projects. The position also provides administrative support to the Vice President of Quality Assurance, Regulatory Affairs, and Operations and other departments as needed. The ideal candidate is organized, proactive, creative, detail-oriented, and enjoys working with people in a fast-paced, collaborative environment. Essential Duties & Responsibilities Administrative & Executive Support

• Provide day-to-day administrative support to the Senior Executive Assistant and other senior leaders as needed.
• Coordinate calendars, meetings, conference rooms, appointments, and meeting logistics.
• Prepare and proofread presentations, agendas, correspondence, reports, and other materials.
• Assist with expense reports, invoices, purchase requests, records, and other administrative documentation.
• Track deadlines, follow-up items, and administrative requests.
• Handle confidential and sensitive information with professionalism and discretion.
• Assist with special projects and provide additional administrative support as needed.

Travel Coordination

• Coordinate domestic and international business travel for executives and employees.
• Book airfare, hotels, ground transportation, and rental vehicles.
• Prepare detailed itineraries and communicate travel updates or changes.
• Assist with conference registrations, group travel, executive off-sites, and related logistics.
• Maintain organized travel records, confirmations, and expense documentation.

Employee Events & Engagement

• Help plan and execute company events, celebrations, town halls, Lunch & Learns, employee appreciation activities, intern events, and team-building activities.
• Coordinate venues, vendors, catering, invitations, RSVPs, supplies, decorations, and event-day logistics.
• Create event timelines, checklists, and employee communications.
• Assist with event setup and breakdown as needed.
• Bring creative ideas that increase employee participation and enhance the employee experience.

Internal Communications & Creative Support

• Create, update, and organize employee-facing content on Microsoft SharePoint.
• Create polished internal communications, announcements, invitations, flyers, signage, presentations, and other company materials.
• Use Canva to create professional, on-brand graphics and materials.
• Assist with basic video content, event recaps, and employee recognition using CapCut or similar tools.
• Collaborate with HR, IT, Administration, and other departments on communications, employee engagement, and special projects.

Required Qualifications

• High school diploma or equivalent.
• 2+ years of experience in administrative support, office coordination, event planning, travel coordination, communications, or a related area.
• Strong organizational, time-management, and communication skills.
• Excellent attention to detail and follow-through.
• Ability to manage multiple priorities and adapt to changing needs.
• Proficiency with Microsoft Outlook, Word, PowerPoint, Excel, and Teams.
• Ability to handle confidential information with professionalism and discretion.
• Ability to work onsite in Santa Clarita, California.

Preferred Qualifications

• Associate or bachelor's degree in business administration, communications, hospitality, marketing, or a related field.
• Experience supporting executives or senior leaders.
• Experience coordinating employee events and business travel.
• Experience with Microsoft SharePoint, Canva, CapCut, Ramp, ADP, or similar systems.
• Experience with internal communications or employee engagement.
• Experience in medical devices, biotechnology, healthcare, engineering, or another regulated environment.

What We're Looking For We're looking for someone who is organized, proactive, creative, reliable, and people-oriented. The ideal candidate enjoys helping others, has a strong eye for detail and presentation, takes initiative, and can comfortably manage multiple projects and changing priorities. Physical & Scheduling Requirements

• Ability to work onsite in Santa Clarita, California and provide hands-on support for meetings and events.
• Ability to occasionally move event materials and supplies weighing up to approximately 25 pounds, with or without reasonable accommodation.
• Occasional early morning, evening, off-site, or local travel availability may be required for company events and meetings.