Administrative Assistant

Aston Carter•Mountain View, CA

9d•$25 - $28•Onsite

About The Position

The Administrative Assistant performs a variety of complex administrative functions, providing primary support to an individual leader and secondary support to a broader team. This role manages schedules, coordinates travel, organizes meetings and events, and supports department financial, personnel, and facility operations. The position is part of a dynamic Silicon Valley organization, supporting employees across a Mountain View campus and a nearby Santa Clara lab, and plays a key role in ensuring seamless administrative support for leadership, team activities, and day-to-day operations.

Requirements

0–2 years of administrative support experience in a professional environment, such as school administrative settings or retail environments with relevant responsibilities.
0–2 years of procurement or ordering experience, including handling hardware or general office-related purchasing.
0–2 years of experience using productivity tools such as Microsoft Outlook, PowerPoint, and Excel.
Completed bachelor’s degree.

Responsibilities

Manage complex calendars and schedules for an individual leader and supporting teams, ensuring meetings, deadlines, and priorities are coordinated effectively.
Coordinate domestic travel arrangements, including booking transportation, accommodations, and preparing detailed itineraries.
Organize and support meetings and events, including scheduling, room and space reservations, logistics coordination, and onsite support during events.
Coordinate department financial operations as requested, such as assisting with procurement, ordering, and tracking administrative expenses.
Support personnel operations, including new hire onboarding activities, preparing materials, coordinating logistics, and helping ensure a smooth start for new team members.
Handle hardware ordering and basic procurement tasks, including submitting requests, tracking orders, and ensuring timely delivery for team needs.
Assist with space and facilities coordination across the Mountain View campus and Santa Clara lab, including office and lab space needs, equipment, and general site support.
Provide day-to-day administrative support for a large onsite team, including responding to ad-hoc requests, preparing documents and presentations, and maintaining organized records.
Use Microsoft Office tools such as Outlook, PowerPoint, and Excel to manage communications, schedules, presentations, and basic data tracking.
Partner closely with multiple teams in a fast-paced, collaborative environment, adapting to changing priorities and supporting varying business needs across both locations.
Complete special projects as assigned, taking ownership of tasks, following through on details, and delivering work on time.
Maintain a consistent onsite presence at both the Mountain View campus and Santa Clara lab, including traveling between sites as needed to support operations.