Administrative Assistant III (Administrative Assistant)

  • Contract
  • Anywhere

Title: Sr. Administrative Assistant
Location: Cupertino, CA – Onsite
Duration: 9 Months – With possible extension
Pay Range: $32 – $37 hr

  • Managing a daily Sr. Director calendar, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules due to last-minute changes.
  • Highly motivated, self starter that has a unique ability to anticipate and solve problems before they arise.
  • Excellent communication and organizational skills (written and verbal), involving high- level communications with internal and external contacts.
  • Able to prioritize workload proactively and expeditiously.
  • Detail-oriented and highly organized with excellent follow-through.
  • Maintains professionalism and discretion in handling confidential information.
  • Experience in procurement and able to offer new ideas to the procurement process.
  • Proven creative problem solving history, ability to work well collaboratively, and under pressure while managing relationships with vendors, teams, and Sr. Executives across the org.
  • Positive attitude, team player, and a great sense of humor is a plus.

Key Qualifications:

  • Education & Experience: BA/BS equivalent experience preferred. 3-6 years experience in senior administrative operations.
  • Proficiency with a variety of technologies and software tools — and a proven ability to pick up new ones as they arise — including software like Calendar, Keynote, Pages, and Numbers, and collaboration tools like Slack and Quip. (Microsoft Office and Google Docs acceptable).
  • Skilled in calendar management and coordinating meetings and events for Sr. Director (including virtual conferencing across many sites, conference room reservations, and catering).
  • Supporting larger teams (100+).
  • Ability to successfully work both autonomously on assignments and collaboratively in a team environment with other admins while building effective working relationships inside and outside the group is essential.
  • Ability to lift up to 30 lbs (ex. equipment and catering orders).
  • Global awareness, time zones, culture, logistics.
  • Hard skills:
    • Facility Management
    • Office Supply Experience
    • Calendar Experience*
    • Procurement (purchase orders) experience
    • Office Suite Proficient
  • Soft skills:
    • Great written and verbal communication skills
    • Attention to detail
    • Team Player
    • Independent thinker
    • Years of Experience: 5-7 years of experience
    • Education/Certifications: Bachelor Degree


  • Provide detailed administrative support to a Director and their organization of 100+ – skilled calendar management and meeting coordination, escorting vendors and employees to confidential meetings, equipment and supply ordering, employee relations budgets, team events.
  • Ensure daily operations of business are met including:
  • General procurement for all office supplies, team equipment, and large ticket purchase requests for team projects.
  • Manage conference rooms, calendars, and building maintenance; maintain common areas.
  • Maintain floor space facilities requests (i.e. Janitorial, maintenance, printer services).
  • Gather and distribute daily mail and packages.
  • Maintain general office supplies in support rooms (i.e. sanitation stations, printer supplies, approved dongles and equipment).
  • Lead purchaser of team snacks and surveyor of perk rooms.
  • Quickly develop an understanding of the team's operations, culture, policies, and procedures as they pertain to daily and long-term operations of the company.
  • Plan, coordinate, support, and communicate employee events such as group on-site meetings and events, off-sites, and all-staff forums. This goes beyond inviting participants, booking rooms, providing catering, and ensuring AV requirements are met – the assistant is also responsible for ensuring that objectives are clear, preparations are appropriate, and the budget is managed.
  • Organize new hire setup, including ordering equipment, securing workspace, and communicating with managers to ensure a smooth start for all new hires.
  • Reconcile invoices, track budgets, complete expense reports, and record and track equipment for inventory audits.
  • Interact daily with other administrators across, both locally and internationally.
  • Provide backup support to other teams when needed.

Please share your resume to and/or reach me at 650-492-4188.

Job# 23-00165


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