Overview
Project Administrative Assistant Jobs in Fremont, CA at Aura Technologies and Logistics
We are seeking an organized, proactive, and resourceful Administrative Assistant to support the Business Operations Vice President and contribute to the smooth day-to-day operations of the office. This role will be pivotal in managing administrative tasks, scheduling, and creating a welcoming and efficient office environment. The ideal candidate will be highly proficient in the Microsoft Suite, especially calendar invites, and have a keen attention to detail.
Key Responsibilities:
Calendar Management: Schedule and manage meetings, appointments, and events using Microsoft Outlook. Send calendar invites and ensure all necessary information is included.
Travel Arrangements: Organize travel for executives, including flights, accommodations, and ground transportation.
Event Coordination: Assist in setting up, catering, and cleaning for office events, meetings, and company functions.
Office Organization and Decorations: Maintain an organized and welcoming office environment, including office setup and seasonal decorations.
Food and Beverage Management: Ensure that office coffee is always stocked and available, order beverages and snacks for meetings, and coordinate catering for lunches and learning sessions.
Team Onboarding Support: Assist with the onboarding process for new employees, including preparing workstations, providing orientation materials, and facilitating introductions.
Client Relations: Greet clients and visitors, ensuring a positive experience by offering beverages and assisting with their needs.
Vendor and Supply Management: Order office supplies and beverages (including SAMs orders for sodas and snacks). Maintain inventory levels and manage relationships with vendors.
Communication with Building Management: Serve as the point of contact for building management regarding maintenance, repairs, and other office-related concerns.
Reporting: Prepare regular reports and updates for the Business Operations Vice President regarding office-related activities and administrative tasks.
Qualifications:
High school diploma required.
Proficient in Microsoft Suite, including Outlook, Word, Excel, and PowerPoint.
Clean driving record and a valid driver’s license.
Strong organizational skills and the ability to multitask in a fast-paced environment.
Excellent communication skills, both written and verbal.
Detail-oriented with the ability to manage multiple tasks simultaneously.
A proactive approach to problem-solving with strong decision-making abilities.
Ability to maintain a professional demeanor and build positive relationships with employees, clients, and vendors.
Previous experience in an administrative role is preferred.
Additional Skills/Attributes:
Ability to handle confidential information with discretion.
Flexible and adaptable to changing needs and priorities.
Friendly and approachable personality with a customer service mindset.
Strong problem-solving skills and a can-do attitude.
Work Environment:
Full-time position, fully in-office, 8:00 AM – 6:00 PM, Monday through Thursday. Friday is 8:00 AM – 12:00 PM.
Supportive and collaborative team culture.
Title: Project Administrative Assistant
Company: Aura Technologies and Logistics
Location: Fremont, CA
