Office Coordinator and Administrative Assistant - Housing Trust Silicon Valley

Another Source•San Jose, CA

6d•Onsite

About The Position

Another Source is partnering with Housing Trust Silicon Valley to find an Office Coordinator & Administrative Assistant. This role is ideal for someone who thrives on variety, takes initiative, and enjoys keeping things moving. The position involves supporting executive scheduling, coordinating meetings and events, managing day-to-day office operations, and assisting with projects across the organization. Housing Trust Silicon Valley is a mission-driven organization dedicated to creating a strong, affordable housing market in the greater Bay Area. They are one of the region's highest-volume nonprofit housing lenders, serving a wide range of residents from those experiencing homelessness to renters and first-time homebuyers. Since 2000, Housing Trust has invested significantly, creating numerous affordable housing opportunities. The Office Coordinator/Administrative Assistant plays a critical role in maintaining a welcoming, efficient, and well-organized office environment. This position provides high-level administrative and logistical support, with a focus on office operations, executive support, event and meeting logistics, and cross-departmental coordination. The role serves as a key point of contact for daily office needs and ensures operational smoothness and cost-effective logistics coordination for the Senior Team and internal departments. It's a broad-based administrative role for someone comfortable moving between various tasks throughout the day.

Requirements

Minimum 3-5 years of administrative experience, including experience managing calendars and scheduling for executives or senior leadership.
Strong soft skills: judgment, discretion, and the ability to build trust and coordinate effectively across multiple stakeholders and departments.
Comfortable working across a broad range of responsibilities day-to-day—office operations, scheduling, events, basic IT support, and project coordination—rather than a single, narrow function.
Proficiency with standard office and productivity tools, including email, calendars, and Microsoft Office.
Proficiency with or comfort in learning tools such as CRM (Salesforce) and File Sharing (Box).
Comfort coordinating with outsourced service providers and performing basic on-site technology support.
Strong organizational skills with the ability to manage multiple tasks and shifting priorities independently.
Ability to travel to the Oakland office approximately once per month.
Ability to take ownership of assigned tasks and meet deadlines with minimal supervision.
Ability to adhere to all workplace policies, including health and safety protocols.

Responsibilities

Provide calendar management and scheduling support for five executives, including travel, meeting coordination, conference room booking, and related logistics.
Create purchase orders and expense reports for 2-3 executives.
Provide scheduling and logistical support for the CCRO's Credit Training Program, including quarterly training sessions and team touch points, and assist with survey/polling tool setup.
Support Risk and Control Self-Assessment (RCSA) coordination for the Enterprise Risk Management Program by scheduling meetings, tracking responses, and assisting with survey administration.
Participate in monthly multifamily department business development team meetings and set up follow-up meetings.
Support data entry and record maintenance in Salesforce, including inputting new developer relationships, maintaining contact information, and entering contacts for other executives.
Prepare customer and board presentations and meeting materials.
Assist with project support such as ordering appraisals and obtaining quotes from vendors.
Support administrative projects including printing/mailing, obtaining signatures, and general document preparation.
Create a welcoming, professional atmosphere for visitors and staff; maintain a clean, organized, well-stocked office, including supplies, snacks/beverages, and kitchen upkeep.
Process incoming mail and packages, including FedEx, and distribute accordingly.
Coordinate with vendors and service providers for office maintenance and repairs; submit and track facilities/maintenance requests and manage parking passes.
Keep conference rooms clean, organized, and meeting-ready.
Purchase birthday/anniversary cakes, send cards, and coordinate brief team recognition moments for approximately 40 employees; maintain the team calendar of birthdays and anniversaries.
Support Oakland office needs, including monthly supply orders, coordinating deliveries, and traveling to the Oakland office approximately once per month.
Serve as the first point of contact for basic day-to-day office technology issues, such as printers, fax, telephones, and computer supply recommendations, resolving simple requests directly and coordinating with the Operations Manager for escalation.
Coordinate monthly staff meetings, alternating virtual and in-person, including agenda preparation, gathering updates, icebreaker planning, and lunch coordination.
Provide support for the annual staff retreat, including logistics and materials preparation.
Support staff and board meeting logistics, including materials preparation, setup, and lunch coordination.
Coordinate group conference registration; research hotel options, manage room blocks, and distribute booking instructions; lead conference tracking and hold bi-annual review meetings.
Partner with the Development and Communications team to add community and donor events to the calendar and support event-day logistics.
Partner with other departments on occasional activities and events.
Participate in internal projects requiring logistical, administrative, or operations support for other departments.