Administrative Support II

Aston Carter•Los Gatos, CA

13d•$25 - $25•Onsite

About The Position

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.

Requirements

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

Nice To Haves

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

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.