Position: Executive Administration Specialist Duration: Full-Time Employee Location: Santa Clara, CA 95054 (Onsite) The Executive Administration Specialist plays a crucial role in managing daily operations at the reception and supporting various administrative functions within the organization.
Responsibilities: - Conduct daily walkthroughs of the facility to ensure readiness for operations, including cleanliness and the availability of supplies.
- Manage printing requests and coordinate the shipping of items as needed.
- Oversee the preparation and coordination of client visits.
Reception Duties: - Manage reception activities effectively.
- Greet clients and guests, ensuring all security protocols are followed.
- Handle Identity Cards and Badge management securely.
- Perform mailroom functions and shipping tasks as required.
- Maintain the reservation of conference rooms, ensuring cleanliness and readiness for meetings.
Executive Administration Duties: - Order and manage supplies for pantries and office equipment.
- Ensure cleanliness and maintenance of equipment, liaising with building management as necessary.
- Maintain seat occupancy data and assist with the annual budget.
- Prepare daily and monthly reports, as well as manage billing activities.
- Handle additional administrative tasks as assigned by the Office Administrator or Supervisor.
Qualifications: - Associate degree is preferred.
- 2-4 years experience in a reception or administrative role within a medium-sized facility (50-100 associates).
- Excellent verbal and written communication skills in English.
- Proficiency in Microsoft Office, particularly Word, Excel, and PowerPoint.
- Knowledgeable in office management and basic procurement processes for supplies.
- Must demonstrate teamwork, interpersonal skills, and adaptability in a multicultural environment.
- Possess strong organizational, planning, analytical, and problem-solving skills.
- Be proactive, self-motivated, professional, and capable of multitasking.
- Available for emergency situations via phone and flexible to work outside regular business hours as needed.
Join our team and contribute to a dynamic work environment where your skills will be valued.