Office & Executive Assistant
Milpitas, CA 95035 (Onsite 5 days/week)
We are seeking a dedicated and detail-oriented Office and Executive Assistant to oversee the operations of our Milpitas Office and provide executive administrative support. This role is pivotal in maintaining the efficiency and culture of our new Bay Area office in Milpitas, CA. You’ll ensure the office runs smoothly, serve as a key point of contact for visitors and staff, and provide administrative support with calendar management, meeting preparation, and day-to-day executive logistics. This is a fully onsite role requiring a consistent presence in the office Monday through Friday.
WHAT YOU WILL DO:
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Executive Administrative Support (approx. 50%)
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Manage complex calendars, prioritize scheduling requests, and coordinate meetings, including internal and external customer/partner meetings.
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Arrange travel logistics, prepare itineraries, and process expense reports.
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Draft and prepare correspondence, presentations, reports, and meeting materials.
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Handle sensitive information with the utmost confidentiality and discretion.
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Track follow-ups and ensure progress on key initiatives and action items.
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Serve as a liaison between the executive and internal teams, clients, and partners
Office Management (approx. 50%)
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Oversee day-to-day office operations and serve as the go-to person for all office needs.
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Manage relationships with office vendors, maintenance services, IT, and building management.
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Monitor and order office supplies, kitchen stock, and equipment as needed.
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Coordinate onsite meetings, company events, and executive visits.
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Ensure a safe, clean, and welcoming environment for employees and visitors.
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Partner with HR and IT to support onboarding logistics for office based employees.
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Implement process improvements to enhance office efficiency and employee experience.
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Provide support for Corporate Social Responsibility (CSR) initiatives and organize employee engagement events.
WHAT YOU BRING:
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3+ years of experience in office management, executive administration, or a similar role.
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Previous experience supporting C-level executives in a fast-paced office setting.
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Outstanding organizational and multitasking skills with strong attention to detail.
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Excellent verbal and written communication skills.
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Proficiency in Microsoft Office Suite, Google Workspace, and modern workplace tools.
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Ability to handle confidential information with integrity and professionalism.
- Positive, proactive attitude and commitment to creating a professional and positive office environment.
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Additional Requirements
- This is a fully on-site role requiring a consistent presence in our Milpitas office Monday through Friday.
- Ability to navigate stairs and move throughout an office environment throughout the day.
- Ability to lift up to 10 pounds, bend, and carry items such as office supplies, corporate materials, or event setups.