Office Experience Administrative Assistant

Second Harvest of Silicon Valley•San Jose, CA

12d•$34 - $37•Onsite

About The Position

The Office Experience Administrative Assistant helps create a welcoming, organized, and engaging workplace for employees, neighbors, visitors, vendors, and stakeholders. The role supports front office operations, shared spaces, workplace services, site events, and the People & Culture team using established standards and service procedures. With general direction, the assistant carries out daily operational activities, maintains workplace readiness, supports employee and stakeholder experiences, provides exceptional customer service, communicates clearly, and follows issues through to resolution. This is an onsite, non-exempt, full-time position based at Second Harvest of Silicon Valley’s Cypress Center in San Jose. After the Central Hub facility opens in spring 2027, the position will be based at 4553 N 1st Street, San Jose, CA 95134. The schedule is Monday through Friday, 8 a.m. to 5 p.m., for 40 hours per week. The hourly wage range is $33.69–$36.54, with the offer determined by skills and experience. Second Harvest of Silicon Valley is a nonprofit food bank founded in 1974. It distributes nutritious groceries through nearly 350 partners in Santa Clara and San Mateo counties, connects people with federal nutrition programs and other food resources, and advocates for anti-hunger policies.

Requirements

High school diploma or equivalent.
At least one year of relevant experience in workplace experience, administrative support, or a related field is preferred.
Experience supporting a front office, hospitality, or administrative environment with frequent customer or stakeholder interaction.
Ability to support scheduling and logistics for HR or People & Culture programs, such as onboarding, performance cycles, and trainings, with guidance.
Proven ability to manage small to mid-sized projects under general supervision.
Ability to execute HR communications using established templates across email, chat platforms, and calendar tools.
Attention to detail when handling documentation, reimbursements, and sensitive employee information.
Proficiency with Microsoft Office (Word, Excel, Outlook) and scheduling tools.
Ability to follow established processes, manage assigned tasks, and meet deadlines with minimal supervision.

Nice To Haves

An associate degree.
Exposure to supporting employee engagement activities, such as helping administer surveys and track participation using Culture Amp or similar tools.
Experience updating internal websites or shared content platforms such as SharePoint, keeping information organized, accurate, and up to date.

Responsibilities

Serve as a welcoming and inclusive first point of contact for employees, candidates, visitors, and partners.
Provide front desk coverage and manage phones, shared inboxes, guests, badges, access requests, mail, deliveries, and lobby readiness.
Support daily readiness of meeting rooms, breakrooms, collaboration spaces, and other shared workplace areas.
Coordinate room setups, food deliveries, supplies, visitor needs, and workplace requests using established processes.
Identify routine workplace issues, resolve them when able, and document or escalate them promptly to the appropriate partner.
Coordinate routine interactions with workplace vendors and service providers to support day-to-day operations.
Monitor workplace supplies, breakroom inventory, deliveries, and service schedules; submit replenishment requests and service tickets as needed.
Track workplace service requests, monitor completion of assigned work orders, and follow up on outstanding items.
Provide general office and administrative support as assigned.
Communicate clearly, protect confidentiality, and follow requests through to completion to support an inclusive, professional experience.
Execute employee engagement activities, all-staff events, and workplace experience initiatives using established plans, timelines, and budgets.
Coordinate event logistics, including room reservations, catering, communications, supplies, and day-of support.
Support employee onboarding and readiness activities, including required programs, access, resources, and logistics.
Gather employee feedback and participation information to support future programming and continuous improvement.
Schedule interviews, training sessions, orientations, stakeholder meetings, and People & Culture activities.
Maintain SharePoint content, calendars, trackers, documentation, and internal resources.
Support employee survey administration, communications, and program logistics, including performance cycles and HR programs, by maintaining schedules, documentation, and trackers.
Maintain accurate, confidential, and organized program and departmental records.
Execute People & Culture communications using approved templates and communication channels.