Administrative Assistant

General Information

Position Title: Administrative Assistant

Department: Human Resources

Reports to: Director of Human Resources

Summary

The Administrative Assistant (Part-Time) provides general administrative and office support to ensure smooth daily operations. This position assists with reception duties, scheduling, document management, ordering supplies, and supporting HR and facilities-related activities. The ideal candidate is organized, dependable, and demonstrates a proactive, service-oriented attitude.

Objectives of this Role

• Support overall office operations and administrative functions with professionalism and efficiency.
• Provide friendly and professional reception support for visitors and staff.
• Maintain office organization, supplies, and records to promote an efficient work environment.
• Assist with general administrative needs.
• Help reinforce a positive and collaborative workplace culture through reliable support and strong communication.
  
  
  

Responsibilities

Duties include but are not limited to:

• Greeting and assist visitors and employees in a courteous, professional manner.
• Provide day-to-day administrative support including filing, scanning, correspondence, and mail distribution.
• Maintain inventory of office supplies and coordinate reorders as needed.
• Assist with meeting logistics including scheduling, room setup, catering, and materials preparation.
• Support HR with company events.
• Serve as a liaison with vendors and building services as directed.
• Assist with maintaining appearance and organization of office common areas.
• Support administrative tasks related to compliance, recordkeeping, and employee communications.
• Provide general backup support to the Office Manager during absences or busy periods.
  
  
  

Education & Experience

• Associate’s degree or equivalent experience preferred.
• Minimum 1–2 years of administrative or office support experience; prior experience in a corporate environment a plus.
• Basic understanding of HR or facilities functions desirable.
  
  
  

Professional Skills & Traits Required

• Professional demeanor, dependable, and proactive.
• Strong organizational and time-management skills.
• Excellent verbal and written communication.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to maintain confidentiality and handle sensitive information.
• Positive attitude, adaptable, and team oriented.
  
  
  

Work Environment

Onsite role. This position operates in a professional office environment using standard office equipment (computer, phone, copier, etc.).

Physical Demands

While performing the duties of this job, the employee is regularly required to talk and listen. The employee is required to stand, walk, and sit frequently.

This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Position Type/Expected Hours of Work

Part-time, approximately 20-25 hours per week (schedule to be determined). Work hours will coincide with company’s office hours - 8:00 a.m. to 5 p.m.

Travel

May require some travel between offices – San Jose and Fremont. Not eligible for work from home.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.