Administration Assistant II Contract

Blue Star Partners LLC; Alameda (CA); Hybrid; Full time

Job summary

An innovative firm is looking for an Administration Assistant II to support senior leadership teams. This role involves managing busy calendars, coordinating meetings, and tracking travel expenses, all while ensuring smooth office operations. The ideal candidate will be a self-starter with strong organizational and communication skills, capable of multitasking in a fast-paced environment. This position offers the chance to work closely with various departments, allowing you to make a significant impact on the efficiency and effectiveness of the organization. Join a dynamic team where your contributions will be valued and recognized!

Qualifications

• 0-3 years experience in administrative or office support roles.
• Proficient in MS Office Suite and familiar with expense tracking tools.

Responsibilities

• Manage calendars, coordinate meetings, and track travel expenses.
• Plan department events and ensure smooth logistics.

Skills

Organizational Skills

Communication Skills

Multitasking

Independent Decision Making

Education

High School Diploma or GED

Tools

MS Office Suite

Concur

Job description

Job Title: Administration Assistant II

Location: Alameda, CA (Onsite Monday – Thursday, potential Work from Home on Fridays as needed)

Rate: $22.50 – $35/hr

Duration: 6 Months (with possible extension or temp-to-perm based on performance)

Contract Type: W2 (must be authorized to work in the U.S.; no sponsorship or C2C available)

Job Description

We are seeking an Administration Assistant II to support senior leadership teams—specifically, the Head of Technology, Head of Marketing, and Head of Strategic Operations. In this role, you will manage multiple calendars, coordinate events, organize meetings, track travel expenses, and order necessary supplies. You must be a self-starter who can work effectively under limited supervision, adapt to changing priorities, and efficiently accomplish a wide range of administrative tasks within a 40-hour workweek.

Key Responsibilities

• Calendar Management: Coordinate and maintain busy calendars for department heads, scheduling meetings, appointments, and conference calls.
• Meeting Coordination: Arrange meeting logistics, including ordering refreshments, booking conference rooms, and setting up video conferencing.
• Event Management: Plan and execute department events, ensuring all details (venue, materials, catering) are handled smoothly.
• Travel & Expense Tracking: Process travel-related purchases and expense reports using Concur, verifying accuracy and compliance with company policies.
• Office Supply Management: Keep track of office supply inventory and place orders as needed.
• Multi-department Collaboration: Work closely with various teams and department heads, adapting to shifting priorities and ensuring effective communication.

Qualifications

• Education: High School Diploma or GED (candidate must provide proof).
• Experience: 0–3 years in a similar administrative or office support role. Demonstrated ability to make independent decisions.
• Technical Skills: Proficiency in MS Office Suite; familiarity with Concur or similar expense tracking tools is preferred.
• Soft Skills: Strong organizational, communication, and multitasking skills. Ability to work independently and handle multiple tasks simultaneously in a fast-paced environment.