Administrative Assistant

This job opportunity is with a dynamic and innovative company that operates in the technology and research sector, specifically in the San Jose and North San Jose areas. The company is committed to fostering a workplace that values efficiency, collaboration, and support for its diverse workforce, including Japanese expatriates. Emphasizing a hybrid work style, the position requires the candidate to work four hours a day, with in-office attendance specifically on Wednesdays and Thursdays. The hourly pay for this role ranges between $24 and $27, reflecting the company's recognition of the importance of skilled administrative support in managing day-to-day operational tasks.

The role involves a variety of administrative and coordination duties that are essential to the smooth functioning of the office and the support of both local and international staff. Key responsibilities include managing travel, meal, and meeting room arrangements for non-executive business travelers, processing order requests for snacks and office supplies for both San Jose and North San Jose labs and offices, and handling Fedex shipment requests for domestic destinations. This position also entails managing lunch orders through Chowmill and coordinating local events and parties in partnership with group companies.

Additionally, a significant aspect of this position is the support provided to Japanese expats, particularly those based in San Jose. This includes responding to their requests and questions, assisting with tax return mailings to tax authorities, and maintaining positive relationships with airlines and hotels through regular meetings. The role also involves planning and organizing various office events such as holiday parties, welcome and farewell gatherings, and managing the receipt and forwarding of lab bills, including dealing with billing issues such as those related to PG&E.

Moreover, the candidate will be responsible for organizing arrangements for US Presidents, supporting meeting logistics including the arrangement of drinks, room setups, and catering for breakfasts and lunches, as well as handling long-term parking requests and forwarding emails as necessary. This comprehensive role requires a candidate who is detail-oriented, proactive, and capable of multitasking to ensure all administrative and support functions are executed efficiently.

In summary, this position offers a hybrid work environment with competitive hourly compensation, centered around providing comprehensive administrative support within a technology-driven company. The ideal candidate will have strong organizational skills, the ability to liaise with diverse teams and external vendors, and a commitment to facilitating a productive and supportive office environment.