Administrative Assistant III (Administrative Assistant)

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

• 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

 
Description:
 

• 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 vincent@mindsource.com and/or reach me at 650-492-4188.

 
Job# 23-00165