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HR-Office Administrative Assistant

Fremont, California, United States
March 18, 2019



Manages a variety of office activities to achieve maximum workplace efficiency and productivity. Performs the following duties: supply maintenance, receptionist duties, records maintenance, filing and mail distribution.


Associate’s degree (A.A.) or equivalent from two-year college or equivalent combination of education and experience


· Two years general office experience required

· Effective communication skills required, including proficiency with email and telephone relationships

· Ability to read and interpret documents such operating instructions and procedure manuals

· Ability to write routine reports and correspondence

· Ability to speak effectively before groups of customers or employees of organizations

· Must be able to exercise sound judgment in evaluating situations, be flexible, work with interruptions, work in stressful situations, and shift priorities of work as required

· Knowledge of MS Windows, MS Word, MS Outlook, MS Excel, Adobe and MS Power Point. Key boarding at 50+wpm. Experience with office machines and computer programs

· Elevated level of interpersonal skills preferred.

· Ability to rely on experience and judgment for planning, prioritizing, implementing, multi-tasking, and meeting deadlines a must.

· Attention to detail is critical.


To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required.

· Operate in compliance with Company and Department written policies and procedures.

· Manage supplies maintenance: Maintaining inventory, cost comparisons for greater cost efficiencies, and managing relationships with vendors.

· Monitor building maintenance for problems and track to resolution.

· Provide secretarial support as needed to members of the management team.


· Prepare background information in preparation for their professional commitments

· Keep their calendars and establishes priorities

· Coordinate arrangements for meetings and travel, including all post travel processing

· Anticipate needs of the managers that are supported and maintains their follow-up; screens, prioritizes and distributes mail

· Produce letters, memo’s, emails, meeting notices, agendas and minutes, reports, schedules, and other documents from rough drafts or notes, obtain signatures as needed

· Complete all filing

· Proofread and coordinates distribution of all outgoing correspondence

· Place catering orders and setup for meetings

· Maintain a high level of confidentiality and professionalism regarding all departmental issues and other sensitive items.

· Maintain company phone directory and emergency calling lists.

· Provide administrative support by compiling monthly travel and expense reports for submission and submitting invoices for Sub-contractor project hours.

· Provide administrative support for travel coordination and/or complete special projects as requested by the members of management team

· Reception desk responsibilities; tasks include:

· Greet and screen all visitors to office

· Maintain visitor log by having all incoming parties sign in upon arrival and sign out on departure and coordinates escorts

· Receive and sign for deliveries; distribute appropriately

· Receive lunch orders for meetings and employees notify them upon arrival

· Support shared services teams (such as Human Capital Management, Finance, etc) with requests for administrative assistance.

· Contribute to building a positive and enjoyable work environment by demonstrating our core values and supporting activities to reinforce.

· Proficiently operate work related office equipment and computer software.

· Other duties as assigned by supervisor. These may, on occasion, be unrelated to the position described here.

· Attendance and punctuality are essential functions of the position.




The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to perform sedentary work which includes sitting for long periods of time and occasionally required to lift 25lbs(11.3 kg).

Additional Info:

This is a temp position with initial six months period and with a possibility of being hired permanently later.