About Vicinia
Vicinia is revolutionizing enterprise navigation with cutting-edge Digital Twin Navigation Software. Based in Pasadena, CA, our AI-powered solutions integrate mobility management, wayfinding, and asset tracking across corporate campuses, hospitals, and airports. By leveraging real-time analytics, we help organizations enhance user experiences, streamline operations, and drive efficiency.
Join our fast-paced, high-growth startup where adaptability, grit, and ownership fuel success.
Job Summary
We seek a proactive and highly organized Business Administrator to oversee daily operations, support sales and marketing, and ensure smooth back-office functions. This role requires quick thinking, problem-solving, and ownership in a fast-moving environment.
The ideal candidate has exceptional communication skills, expert-level proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook, Teams), and thrives under pressure. This isn't just an administrative role-it's an opportunity to drive impact and growth.
Key Responsibilities
Administrative Support
Manage executive schedules, coordinate meetings, and handle office logistics.
Oversee back-office tasks: data entry, document prep, and record-keeping.
Handle travel planning, event coordination, and office supply management.
Sales & Customer Support
Assist sales with order processing, CRM management, and customer inquiries.
Generate sales reports and performance metrics.
Support outreach via calls, email follow-ups, and prospecting research.
Marketing & Event Coordination
Execute outreach campaigns, email marketing, and social media efforts.
Organize trade show participation and exhibition logistics.
Assist in developing marketing materials, presentations, and proposals.
Financial Oversight & Operations
Monitor budgets, track expenses, and analyze financial data.
Handle invoice processing, vendor coordination, and payment approvals.
Cross-Department Collaboration
Partner with leadership, sales, and marketing to optimize efficiency and growth.
Solve operational challenges with resilience and a problem-solving mindset.
Qualifications
Bachelor's degree in Business Administration, Marketing, or related field is a plus
3+ years of experience in business administration, sales, or marketing.
Proactive, adaptable, and resilient-thrives in a fast-paced startup.
Strong problem-solving, common sense, and quick decision-making skills.
Expert in Microsoft Office (Excel, Word, PowerPoint, Outlook, Teams).
Exceptional verbal and written communication skills.
Event planning/coordination experience is a plus.
Benefits
Competitive salary & benefits package
Stock options
Career growth & professional development opportunities
A collaborative, high-energy startup culture where grit is valued
Ready to make an impact? Apply now and be part of Vicinia's digital transformation.
Date Posted: 11 May 2025
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