Office Manager / Executive Admin Assistant

Title: Office Manager / Executive Admin Assistant

Client: Global leader in Technology/ Electronics

Duration: 6 months with HIGH chance for extension or become permanent

Work Location: Mountain View, CA 94043 (Fully onsite)

Pay rate: $32-36.50/hr W2 + Benefits/PTO

Top Skills Office Operations & Organization

• Managing daily office operations, systems, and procedures
• Overseeing facilities, supplies, vendor relationships, and budgets
• Maintaining operational efficiency and compliance protocols

2.Executive/Director Support

• Providing high-level administrative support to leadership
• Managing calendars, travel, expense reports, and confidential information
• Coordinating cross-departmental communications on behalf of executives

3. Event Coordination & Project Management

• Planning and executing townhalls and company-wide gatherings
• Managing logistics (venue, AV, catering, attendance)
• Coordinating presenters, agendas, and follow-up communications

Position Summary: We are seeking a highly organized and proactive Office Manager / Ex to oversee day-to-day office operations and provide essential support to our leadership team. The ideal candidate will be a skilled multitasker who excels at creating efficient systems, fostering a positive workplace environment, and ensuring seamless coordination of company-wide initiatives.

Key Responsibilities Office Operations Management

• Manage daily office operations including facilities, supplies, equipment, and vendor relationships
• Maintain organized office systems and procedures to ensure operational efficiency
• Oversee office budget and expense tracking
• Coordinate with building management and service providers
• Ensure office compliance with health, safety, and security protocols
• Handle incoming communications, mail, and package distribution
• Assist in new hire onboarding in regards to asset management, system/badge accesses, and work space allocation
• Coordinate internal and external guest visits

Director Support

• Provide high-level administrative support to directors and executive team
• Manage executive calendars, schedule meetings, and coordinate travel arrangements/expense reports
• Prepare meeting materials, presentations, and reports as needed
• Handle confidential information with discretion and professionalism
• Coordinate cross-departmental communications on behalf of leadership

Townhall & Event Coordination

• Plan, organize, and execute quarterly/monthly townhall meetings and company-wide gatherings
• Manage logistics including venue setup, AV equipment, catering, and attendance tracking
• Prepare agendas and coordinate with presenters to ensure smooth event flow
• Gather and compile questions from employees for Q&A sessions
• Distribute follow-up communications and action items post-event

Required Qualifications:

• Bachelor’s or Associate’s degree
• 2-5 years of experience in office management or administrative role
• Proven track record of managing office operations and supporting executives
• Strong organizational and project management skills
• Excellent written and verbal communication abilities
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Suite
• Ability to prioritize multiple tasks and adapt to changing priorities
• Professional demeanor with strong interpersonal skills

Preferred Qualifications

• Experience coordinating large-scale company events or meetings
• Familiarity with office management software and collaboration tools
• Budget management experience
• Problem-solving mindset with ability to work independently