$40.29/hr | Administrative Assistant | No Weekends!

HB Staffing; Los Altos (CA); On-site; USD 46,000 - 65,000; Part time

Job summary

HB Staffing is seeking an Administrative Assistant to join a fast-paced Public Affairs team in Los Altos, CA. The role is temporary (approximately 14 weeks) with on-site hours, a Monday–Friday schedule, and duties centered on managing public inquiries, invoices, and administrative support.

This high-visibility position requires excellent organization, responsiveness, and professionalism, with experience in HubSpot CRM and budget tracking.

Qualifications

• HubSpot CRM experience required.
• Invoice processing and budget tracking experience preferred.
• Bilingual in Spanish preferred; Live Scan background check required.

Responsibilities

• Manage the department's general inbox and public inquiries through HubSpot CRM.
• Track inquiries and ensure timely follow-up.
• Process invoices and assist with budget tracking and reporting.
• Provide front desk and administrative support.
• Serve as a key point of contact for members of the public, media representatives, elected officials, and community stakeholders.
• Assist with community events and occasional event attendance.
• Prepare and post meeting agendas and community notifications.
• Remain professional when assisting frustrated or demanding individuals.
• Support a high-volume, fast-paced department that serves as a central communication hub.

Skills

HubSpot CRM experience

Invoice processing

Budget tracking

Spanish (bilingual)

Tools

Munis

Job description

Position: Administrative Assistant

Location: Los Altos, CA

Pay: $40.29/hour

Experience: HubSpot CRM experience required; invoice processing and budget tracking experience; strong front desk and customer service background

Education: Not specified

Type: Temporary, approximately 14 weeks (12/7/2026 - 3/31/2027)

Schedule: Monday - Friday, 8:00 AM - 5:00 PM; must be able to work onsite daily

HB Staffing is seeking an Administrative Assistant to join a fast-paced, highly visible Public Affairs team!

This is a high-level administrative role supporting the public-facing hub of the organization. We need someone who is highly organized, responsive, and professional, and who is comfortable managing a high volume of communications with the public, media, and elected officials.

Job Description

• Manage the department's general inbox and public inquiries through HubSpot CRM
• Track inquiries and ensure timely follow-up
• Process invoices and assist with budget tracking and reporting
• Provide front desk and administrative support
• Serve as a key point of contact for members of the public, media representatives, elected officials, and community stakeholders
• Assist with community events and occasional event attendance
• Prepare and post meeting agendas and community notifications
• Remain professional when assisting frustrated or demanding individuals
• Support a high-volume, fast-paced department that serves as a central communication hub

Position Requirements

• Hard skills: HubSpot CRM experience (required); invoice processing; budget tracking and reporting; experience with Munis financial software highly preferred; bilingual in Spanish preferred; Live Scan background check required
• Soft skills: Service-oriented and responsive; highly organized and detail-oriented; analytical and comfortable working with budgets; self-starter who takes ownership of tasks; proactive with follow-up and communication; able to manage multiple priorities without constant supervision; dependable, accountable, and professional under pressure

HB Staffing is part of Array Corporation, the leading technology-enabled workforce solutions company whose mission is to fix how work is bought, sold and delivered to enable access to the American Dream.

We are proud to be an Equal Employment Opportunity and Aff…

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.