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!
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