Overview
Admin Supervisor Jobs in Santa Clara, CA at Sourcewise
Administrative Assistant
Job Description
Job Summary
We are seeking an experienced, highly organized Administrative Assistant to provide comprehensive support to our corporate team and assist in diverse office operations. This role requires exceptional multitasking abilities, discretion, and professional maturity to handle confidential information and represent the company with the highest standards of professionalism.
Essential Duties and Responsibilities
Executive Support
Ability to provide administrative support to executive team members, including calendar management, travel arrangements, and expense reporting
Screen and prioritize incoming communications, managing executive correspondence and responses
Prepare and edit presentations, reports, and other business documents
Coordinate and schedule meetings, including preparation of agendas and meeting materials
Office Management
Maintain office supplies inventory and order supplies as needed across all locations
Coordinate with facilities management to submit and track work orders for all company locations
Answer and direct phone calls professionally, taking detailed messages when necessary
Assist in managing office vendor relationships and contracts
Organize and maintain digital filing systems
Assist in coordinating office moves, renovations, and maintenance projects
Financial Support
Manage company credit card system, including issuing temporary access and monitoring usage
Track and organize credit card receipts and match expenses to appropriate employees
Assist with credit card invoice reconciliation and statement balancing
Maintain organized records of all credit card transactions and supporting documentation
Event Planning
Coordinate internal meetings, company events, and client functions
Arrange catering, venue bookings, and other event logistics
Manage guest lists and RSVPs
Coordinate travel arrangements for team members
Minimum Qualifications
7+ years of experience in an administrative role
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Strong organizational and time management skills
Excellent written and verbal communication abilities
Demonstrated experience handling confidential information with discretion
Proven track record of managing multiple priorities in a fast-paced environment
Associates degree or equivalent experience
Physical Qualifications
Ability to sit for extended periods
Capable of lifting and moving up to 20 pounds
Valid driver’s license and reliable transportation for running occasional errands
Preferred Qualifications
Bachelors degree in Business Administration or related field
7 or more years of related experience
Working Conditions
Full-time, primarily in-office position
May require occasional evening or weekend work for special events
Professional office environment
Some local travel between company locations may be required
CSRS is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.
Title: Admin Supervisor
Company: Sourcewise
Location: Santa Clara, CA
