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Posted: Wednesday, January 31, 2018 12:07 AM


Part Time Administrative Assistant
Ultimate •
Santa Clara, CA

Contact Info

Santa Clara, CA 95035
Lilian Mai
Phone: 4085032683
Fax: 4085031683

Contractor | $23.00 - $26.00 /Hour | Telecommunications | Admin - Clerical

Job Description

Position: Part Time Administrative Assistant (Temporary)
Location: Milpitas, CA

Working under the supervision of the V.P. of Sales and Director of Marketing, this role is flexible and requires 25 hours per week.. The job involves a high level of detail with proficiency in Word, Excel, PowerPoint and Outlook as well as solid travel arrangements (both domestic and international. The environment is fast paced where accuracy is a must. In this role, the person interacts with all levels of the corporation and excellent communication skills--both verbal and written--are essential.

Job Duties:
• Provide premium administrative support to the Americas Power Management & Multimarket Vice President of Sales & Director of Marketing.
• Manage and maintain Outlook calendaring and travel schedules/timelines.
• Coordinate and manage complex domestic and international business travel including Visa preparation when required, and complete all expense reports in an accurate and timely manner upon return.
• Manage emails and prepare appropriate responses to correspondence containing routine inquiries when requested.
• Handle all administrative tasks and coordination for on boarding activities.
• Prepare presentations and manage staff meeting agendas, priorities and action items. Lend comprehensive organizational skills to project‐based activities ensuring progress to deadlines.
• Assist with department budgetary tasks such as procurement card purchases/reconciliations, cost center forecasts/accruals, approvals and processing of payments to third party vendors via SAP. Coordinate contracts with the purchasing and legal departments. Facilitate the timely approvals for direct reports (travel, expenses, IT, purchasing cards, permissions, etc.).
• Coordinate, manage and support internal and external (customer) meetings, off-site meetings and teambuilding events as well as collaborate with fellow administrative colleagues in planning and executing site-wide social activities.
• Responsible for overseeing and maintenance of identified SharePoint sites.
• Non-administrative tasks may include research, analysis, compilation and/or preparation of information in support of various executive and/or customer requirements.
• Exercise mature business judgment to prioritize and follow-through on all delegated tasks.


• 5-10+ years relevant experience in administrative assistant responsibilities and procedures encompassing broad knowledge of international corporate operations. Large Company administrative assistant experience preferred.
• College degree preferred.
• Proficient in MS Office (Outlook, Word, Excel, and PowerPoint). Proficient in Outlook calendaring and inbox management is a must.
• Proficient in travel coordination is a must. Experience with Concur travel booking tool (or similar on-line travel agency booking tool) and Concur expense reporting tool (or similar electronic expense reporting tool) desired.
• Familiarity with SAP and SharePoint is a plus.
• Must possess solid judgment and independent thinking underpinned by professional maturity and polished interpersonal and communication skills (both written and verbal).
• Must exhibit high degree of time management, organization and problem-solving skills and possess the ability to manage changing priorities in very quick-paced environment.
• Discernment in dealing with highly confidential information is essential.
• Important to be a disciplined self-starter with ability to operate with minimal supervision; must be comfortable exercising independent judgment when completing assignments. Highly developed anticipatory skills.
• Must be a team player and have flexibility to support other groups/assistants as a backup.
• Limited travel may be required to support offsite workshops & events.

Compensation and Benefits

This role offers a competitive hourly rate with paid overtime and company sponsored benefits for temporary staff. For immediate consideration send your resume to

We are an equal opportunity employer.

• Location: San Jose / South Bay

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