Admin Assistant

Ultimate Staffing Services is actively seeking an experienced Admin Assistant to join a dynamic team in Mountain View, California. The ideal candidate will be a highly organized and detail-oriented individual, capable of managing multiple tasks and projects with precision. This position offers the opportunity to support various departments and ensure seamless operations across the board.

Key Responsibilities

Project Coordination

• Organize project information for all departments to stay in sync with current updates.
• File creation & management for project documents to keep all departments updated with the most recent progress; Includes Studio Designer, Asana, Box, Binders & Folder systems.
• Update information in project management software (Asana/Studio Designer, &/Or Equivalent).
• Assist in creating polished client presentations and organizing samples for project meetings.
• Support material library maintenance and photo shoot preparations.
• Assist procurement department with expediting responsibilities. (Includes vendor item tracking, Studio Designer expediting, reporting and item Quality Assurance)

Client & Vendor Communication

• Liaise with vendors to track orders, manage deliveries, and coordinate sample requests.
• Draft and distribute professional correspondence, meeting summaries, and client-facing materials.
• Perform construction administration tasks, such as internal and external communication of updates, file management, deadline management, drawing set coordination, and more. (Master planning in Asana and Calendar - milestones, deadlines, meetings, status updates.)

Scheduling & Calendar Management

• Strategically manage complex schedules for the executive team, including meetings, travel arrangements, and project reviews.
• Manage the coordination of the master calendar in Microsoft Outlook for the internal team.
• Proactively address scheduling conflicts and ensure all appointments are optimized for efficiency.

Meeting Leadership & Event Coordination

• Plan and execute internal meetings, client presentations, special events, and team events with precision and care.
• Coordinate and support preparations for external meetings including site visits, vendor shops, and project meetings. (Site bag items, meeting confirmations, information updates)
• Prepare meeting materials and organize technology setups to reflect high standards of professionalism. (Meeting rooms setup, Zoom/Teams &/Or Equivalent coordination, digital presentations setup, material and refreshments organization)
• Lead internal meetings from prepared agendas, notetake any matters of importance and distribute recap appropriately. (L10, MM, PPR - agenda development and organization, coordinate and document updates/actions)

Executive-Level Assistance

• Provide comprehensive administrative support to executives, including travel coordination, research, and business-related tasks. (Meeting reminders, special projects, project momentum in between meetings)
• Anticipate needs and resolve issues with proactive solutions.

Team Support & Culture

• Support onboarding for new team members, ensuring they are welcomed and set up for success. (Desk setup, phones & voicemail setup, supplies, training and mentorship)
  
  

Monday - Friday; 1st Shift - 8am-5pm

This position offers a competitive hourly pay ranging from $25 to $28.

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.