HR & Admin Specialist

OpusClip•Palo Alto, CA

64d•Onsite

About The Position

We are seeking a reliable, organized, and proactive HR & Admin Specialist with a strong sense of ownership to join our onsite team in Palo Alto, California. In this role, you will ensure the smooth daily operations of the Palo Alto office, provide occasional in-person support to our San Francisco office, and assist with HR-related tasks for U.S.-based employees. You will play a key role in fostering a high-performing, collaborative team and maintaining an office environment that promotes creativity, engagement, and a strong sense of connection among employees. The ideal candidate is detail-oriented, resourceful, outgoing, and emotionally intelligent, thriving in a fast-paced, dynamic environment. They balance administrative excellence with a strong people-focused mindset, supporting daily operations while fostering a positive and collaborative office culture.

Requirements

A minimum of 3+ years of administrative work experience, preferably within a fast-growing and multinational organization.
Proven ability to handle confidential information with discretion and sound judgment.
Detail-oriented, organized, and proactive, with strong time-management skills and the ability to manage multiple priorities in a fast-paced environment.
Outgoing and emotionally intelligent, with strong interpersonal and communication skills, capable of collaborating effectively with diverse internal and external stakeholders.
Adaptable, flexible, and collaborative, thriving in a multicultural, dynamic team environment.
Fluency in English (Mandarin is a plus), both written and verbal.

Responsibilities

Deliver high-quality administrative support to all US-based office personnel
Oversee procurement and maintenance of office equipment and supplies, to ensure employees are fully supported in their productivity.
Support planning and execution of team-building events and office activities, to promote a productive and collaborative office environment that supports teamwork and employee engagement.
Coordinate travel arrangements, including booking flights, hotels, and planning itineraries
Partner with the Finance department to process invoices and manage reimbursements
Build and maintain strong relationships with local vendors, negotiate contracts and service agreements to meet administrative and operational needs
Liaise with property management to resolve office maintenance and equipment issues promptly
Organize and maintain both physical and digital and physical company records, ensuring easy retrieval and compliance.
Perform other daily administrative duties as assigned by the line manager
Facilitate end-to-end onboarding and offboarding processes for US-based employees
Maintain up-to-date employee records and documentation in HR systems
Assist with internal HR communications and coordination of HR programs to ensure smooth execution
Act as a point of contact for employee inquiries related to HR policies and day-to-day support