Administrative Assistant - III
Spectraforce
Foster City, California
5 hours ago
Job Description
Title: Administrative Assistant - III
Location: Foster City, CA, 94404
Duration: 03 months
Knowledge:
Specific job responsibilities:
• Provides administrative support to an executive and select team members for calendar management and travel arrangements.
• Manage new hire and contract worker onboarding process to include scheduling introductory meetings, initiate IT onboarding equipment ordering, request/assign workspace.
• Process POs using SAP system.
• Prioritize workload involving multiple projects, timelines over several time zones.
• Familiar and verse at using software programs (MS Office, Teams and SharePoint Online).
• Under manager’s direction, create draft reports, documents, presentations, and templates using raw data. Incumbent may also gather data using internet searches.
• Responsible for coordinating events which includes the planning, organizing and implementation of several event activities.
• Liaise with guests to assess needs and coordinate activities such as travel, hotel, expense reports and tools and materials for presentations.
• Correspond directly with vendors/suppliers.
• Act as a resource to other administrative assistants and have working knowledge as back up to the Administrative Coordinator if they are out of the office.
• Keep the bigger picture in mind and influence workflows accordingly.
Experience & Skills:
• Excellent verbal, written, and interpersonal skills are required.
• Requires knowledge and understanding of administrative and office policies and procedures.
• Must possess good proofreading and editing skills of technical documents.
• Experience with data management and advanced knowledge and experience using several office SW, i.e. MS Office, Teams, SharePoint Online required.
• Works under minimal supervision. Receives occasional direction from manager to perform non-routine job responsibilities and duties.
• Proven administration experience within a fast-paced organization supporting senior level management.
• Knowledge of and/or willing to independently learn the company’s administrative processes and systems.
• Keen to take the initiative.
• Resilience under pressure will be a distinct advantage in the role.
• Forward thinking with excellent communication and high-level organizational skills.
• Comfortable working with ambiguity in an individual or team environment.
• A BA or BS degree is preferable. Requires a minimum of a high school diploma plus strong administrative experience.
Behaviors:
• Resilient profile with the ability to deliver in an ambiguous environment
• Ability to engage and manage multiple stakeholders to achieve the objectives
• Curious with learning agility
• Operational excellence
• Organized with systematic approach to prioritization
• Process-orientated to achieve the business objective
Required Years of Experience: 5-7 years with progressive/increase of responsibilities
Top 3 Required Skill Sets: Experience supporting multiple leaders, attention to detail, able to work independently with little supervision, able to pivot quickly when priorities change at a moment’s notice.
Top 3 Nice to Have Skill Sets: mature, calm, friend, approachable demeanor.
Unique Selling Point of this role: while the volume of work and deadlines can be daunting, the exec directors and others in the dept are reasonable, fair and supportive.
Required Degree or Certification not applicable.
Any Disqualifiers? Must have a good grasp of the English language (speaking and writing).
About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com
Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.
Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation.
California Applicant Notice: SPECTRAFORCE is committed to complying with the California Privacy Rights Act (“CPRA”) effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAHR@spectraforce.com.
LA County, CA Applicant Notice: If you are selected for this position with SPECTRAFORCE, your offer is contingent upon the satisfactory completion of several requirements, including but not limited to, a criminal background check. We consider qualified applicants with arrest or conviction records for employment in accordance with all local ordinances and state laws, including the Los Angeles County Fair Chance Ordinance for Employers (FCO) and the California Fair Chance Act (FCA). The background check assessment will consider whether a criminal history could reasonably have a direct, adverse impact on the job-related safety, security, trust, regulatory compliance, or suitability for this role. Such findings may result in withdrawal of a conditional job offer.
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $35.00/hr.
Location: Foster City, CA, 94404
Duration: 03 months
Knowledge:
Specific job responsibilities:
• Provides administrative support to an executive and select team members for calendar management and travel arrangements.
• Manage new hire and contract worker onboarding process to include scheduling introductory meetings, initiate IT onboarding equipment ordering, request/assign workspace.
• Process POs using SAP system.
• Prioritize workload involving multiple projects, timelines over several time zones.
• Familiar and verse at using software programs (MS Office, Teams and SharePoint Online).
• Under manager’s direction, create draft reports, documents, presentations, and templates using raw data. Incumbent may also gather data using internet searches.
• Responsible for coordinating events which includes the planning, organizing and implementation of several event activities.
• Liaise with guests to assess needs and coordinate activities such as travel, hotel, expense reports and tools and materials for presentations.
• Correspond directly with vendors/suppliers.
• Act as a resource to other administrative assistants and have working knowledge as back up to the Administrative Coordinator if they are out of the office.
• Keep the bigger picture in mind and influence workflows accordingly.
Experience & Skills:
• Excellent verbal, written, and interpersonal skills are required.
• Requires knowledge and understanding of administrative and office policies and procedures.
• Must possess good proofreading and editing skills of technical documents.
• Experience with data management and advanced knowledge and experience using several office SW, i.e. MS Office, Teams, SharePoint Online required.
• Works under minimal supervision. Receives occasional direction from manager to perform non-routine job responsibilities and duties.
• Proven administration experience within a fast-paced organization supporting senior level management.
• Knowledge of and/or willing to independently learn the company’s administrative processes and systems.
• Keen to take the initiative.
• Resilience under pressure will be a distinct advantage in the role.
• Forward thinking with excellent communication and high-level organizational skills.
• Comfortable working with ambiguity in an individual or team environment.
• A BA or BS degree is preferable. Requires a minimum of a high school diploma plus strong administrative experience.
Behaviors:
• Resilient profile with the ability to deliver in an ambiguous environment
• Ability to engage and manage multiple stakeholders to achieve the objectives
• Curious with learning agility
• Operational excellence
• Organized with systematic approach to prioritization
• Process-orientated to achieve the business objective
Required Years of Experience: 5-7 years with progressive/increase of responsibilities
Top 3 Required Skill Sets: Experience supporting multiple leaders, attention to detail, able to work independently with little supervision, able to pivot quickly when priorities change at a moment’s notice.
Top 3 Nice to Have Skill Sets: mature, calm, friend, approachable demeanor.
Unique Selling Point of this role: while the volume of work and deadlines can be daunting, the exec directors and others in the dept are reasonable, fair and supportive.
Required Degree or Certification not applicable.
Any Disqualifiers? Must have a good grasp of the English language (speaking and writing).
About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com
Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.
Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation.
California Applicant Notice: SPECTRAFORCE is committed to complying with the California Privacy Rights Act (“CPRA”) effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAHR@spectraforce.com.
LA County, CA Applicant Notice: If you are selected for this position with SPECTRAFORCE, your offer is contingent upon the satisfactory completion of several requirements, including but not limited to, a criminal background check. We consider qualified applicants with arrest or conviction records for employment in accordance with all local ordinances and state laws, including the Los Angeles County Fair Chance Ordinance for Employers (FCO) and the California Fair Chance Act (FCA). The background check assessment will consider whether a criminal history could reasonably have a direct, adverse impact on the job-related safety, security, trust, regulatory compliance, or suitability for this role. Such findings may result in withdrawal of a conditional job offer.
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $35.00/hr.