Administrative Assistant

ABM US•Cupertino, CA

6h•Onsite

About The Position

The Administrative Assistant role is responsible for managing calendars, coordinating team schedules, supporting event preparations, and handling various administrative tasks. This position requires proficiency in Google Sheets and Excel, data entry, documentation, and communication with different levels of the company. The role also involves assisting with business development, marketing initiatives, inventory management, and supporting project needs for the events and operations teams. The company, ABM, is a large provider of integrated facility, engineering, and infrastructure solutions with over 100,000 team members and a wide range of market sectors served.

Requirements

Basic computer skills including word processing, spreadsheets and presentation software, as well as databases and customer database systems
Ability to use the internet for research navigating basic office equipment and protocols experience
Comprehensive knowledge of Administrative Assistance
Ability to communicate verbally and in writing effectively throughout all levels of the company
Proven experience working in a fast-paced environment while providing superior service levels

Nice To Haves

Prior administrative experience is preferred but not required.
Bilingual English & Spanish (But not required)
MOS Army: 51L; MOS AF: 3E131; MOS USCG: 1701; MOS USN: 3E1X1; MOS USSF: H190; MOS USMC: 1161

Responsibilities

Calendar management, including planning and coordinating team schedules, supporting event preparations, and follow-up tasks
Data entry and documentation of service logs, compliance records, and inventory tracking
Ensure Principal calendar adherence, including tracking and inputting time
Assist in developing and rolling out new procedures related to operations
Manage task systems, update client meeting agendas, and schedule follow-ups
Collaborate with janitorial and events teams for seasonal and special events
Adapt to changes and ensure tasks are completed thoroughly
Field incoming calls, route appropriately, and take detailed messages
Support onboarding and training for team members
Assist with business development and marketing initiatives
Manage inventory of pest control supplies, place orders, and complete expense reports
Support various projects for the events and operations teams
Manage the receptionist email inbox, forward emails, and respond to general inquiries
Maintain organization of shared folders and documentation
Keep the company directory updated and accessible
Handle incoming and outgoing mail, including preparing shipping paperwork