Administrative Assistant Job at Ultimate Staffing in Sunnyvale

Ultimate Staffing is looking for an Administrative Assistant to support our semiconductor client in Sunnyvale, CA. This is a contract to hire, onsite role with a pay range of $24 to $30/hr depending on experience. The working hours for this position will be from 12:00pm to 5:00pm, Monday - Friday. This position requires the employee to work on site.

SUMMARY: The Administrative Assistant is responsible for providing support to the Manager of Travel and Administrative Services. This role entails crucial involvement in coordinating travel arrangements, transportation, accommodations, scheduling, front desk, and phone coverage, as well as various general office duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned:

Administrative Assistant: Provide administrative support as required for the general office, including remote offices:

Coordinate office activities and operations to secure efficiency and compliance with company policies.

Keep office supplies, track stocks, and place orders when necessary.

Ensure office areas, such as the front lobby, copy/printer room, kitchen, and conference rooms are well-maintained and presentable.

• Coordinate and participate in office space planning, maintenance, and renovations when necessary.

Plan and coordinate on-site/off-site company events & meetings, such as Office Picnic/Summer Events, Holiday Events, and small-scale company socials.

Keep database in check, such as expense reports, receipts, and office documentation filing.

Manage emails, letters, packages, phone calls, and other forms of correspondence.

Serve and guide visitors by extending warm greetings, keeping up with appropriate directions, tracking logbooks, and giving visitor badges as needed.

Monitor office security by observing safety regulations and coordinating/managing office access.

Travel Assistant: Coordinate with clients to determine their needs and advise the appropriate arrangements, including flight tickets, transportation, travel dates, costs, and accommodations.

Air Travel: Arrange International and Domestic flight tickets in compliance with the company travel policies and in supporting business-related travel requirements.

Accommodations: Arrange Domestic hotel bookings or apartment rentals as needed.

Car Rental/Services: Arrange local transportation and car rental services as needed.

Corporate Cars: Assist with maintenance, distribution, and user records.

Corporate Apartment Management: Offer support with residence and maintenance issues, supply requests, and inventory management.

Maintain and update travel profiles, booking records, and related invoices.

EDUCATION and/or EXPERIENCE: Minimum of 3 years of administrative experience. Previous travel arrangement experience is highly preferred but not required.

COMPUTER SKILLS: Proficiency in Windows, MS Office, Outlook, Word, Excel, and PowerPoint applications.

COMMUNICATION SKILLS: Must have excellent written and oral communication skills.

MATHEMATICAL SKILLS: Must have basic math skills.

QUALIFICATIONS: Successful performance in this role requires proficiency in each essential duty. Attention to detail is vital, as well as the ability to prioritize, multitask, work independently, and make sound decisions. Excellent verbal communication skills and a professional demeanor are necessary. Strong analytical skills, a proactive attitude, and the ability to adapt flexibly to changes within the department are also essential requirements. The listed requirements reflect the knowledge, skill, and ability necessary for the role. Reasonable accommodation can be provided for individuals with disabilities to fulfill essential functions.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.