Administrative Support II

Hiring a temporary Administrative Support Representative in Los Gatos, CA

Job Description

The Administrative Support II position involves performing a variety of administrative functions, including scheduling appointments, providing information to callers, taking dictation, generating reports, handling multiple projects, and preparing and monitoring invoices and expense reports. This role may also assist with compiling and developing the annual budget. The position requires a high school diploma and 2-4 years of experience in the field or a related area. The candidate should be familiar with standard concepts, practices, and procedures within a particular field, and should rely on experience and judgment to plan and accomplish goals. The role involves working under general supervision and requires a certain degree of creativity and latitude.

Responsibilities

• Greet visitors and ensure they sign NDAs upon entering the office.
• Schedule appointments and provide information to callers.
• Generate reports and handle multiple projects.
• Prepare and monitor invoices and expense reports.
• Assist with compiling and developing the annual budget.
• Coordinate office and facilities management tasks, including ensuring lunch deliveries and basic office maintenance.
• Collaborate closely with manufacturing and logistics teams for shipping and receiving tasks.
• Provide occasional executive support, including arranging meetings and booking restaurants.
• Perform a general walk-around to ensure the office is clean and tidy.
• Communicate with the building and janitorial teams for tasks such as recycling large boxes.
• Set priorities and manage ad-hoc requests as they arise.

Essential Skills

• Proficient in Google Suite and MS Office (Excel, Outlook, etc.)
• Customer service and receptionist experience
• Ability to multitask and prioritize tasks effectively
• Problem-solving skills
• Tech-savvy with experience in facilities operations
• Excellent communication skills (verbal and written)
• Experience in administrative or office roles
• Front desk experience
• 1-2 years of relevant experience

Additional Skills & Qualifications

• Experience with ticketing systems
• Proficiency in Slack and other office communication tools
• No degree required, experience is preferred
• Familiarity with Google Calendar
• Experience with shipping and receiving tasks

Work Environment

This role is onsite in San Francisco. The team is small and highly collaborative, meeting weekly to discuss projects and assist each other. The organization is service-oriented, focusing on supporting colleagues to ensure they have what they need. The environment promotes a balance between being helpful and maintaining clear boundaries. Regular check-ins and goal-setting are part of the performance evaluation process.

This is a Contract position based out of Los Gatos, CA.

The pay range for this position is $ $25.00/hr.

Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending