Administrative Assistant

Planet Group; Cupertino (CA); Hybrid; USD 41,000 - 44,000; Full time

Job summary

The Planet Group is seeking an Administrative Assistant on a 9-month hybrid contract in Cupertino, CA to support a Fortune 500 client. The role requires skilled calendar management, travel coordination, expense reporting, and discretion handling confidential information.

You will work with senior leaders and teams across Cupertino, Culver City, New York and other time zones, ensuring smooth operations, meetings, travel, and events.

Qualifications

• Experience with heavy calendar management, travel planning and expense reporting.
• Proficiency with common office tools and collaboration apps.
• Experience supporting multiple leaders and cross-functional teams.

Responsibilities

• Assist in heavy calendar management, prioritizing schedules and changes.
• Liaise with executive admins to coordinate leadership meetings and cross-team scheduling.
• Arrange domestic and international travel and process expense reports.
• Support all administrative activities for the team.
• Coordinate on-site meetings/events including room reservations and catering.
• Contribute to team culture and events planning.

Skills

Calendar management

Travel arrangements

Expense reports

Facilities requests

Apple Mail

Apple Calendar

Apple productivity apps

Quip

Slack

Webex

Cross-functional coordination

Attention to detail

Communication

Discretion with confidential info

Team collaboration

Education

Bachelor's degree or equivalent experience

Tools

Keynote

Numbers

Pages

Job description

Administrative Assistant
Location: Hybrid on-site in Cupertino, CA
Schedule: 40 hours
Duration: 9months
Pay: $30/hr-$32/hrDOE

The Planet Groupis looking foraAdministrative Assistantrto join our well-known Fortune 500 client on a 9-months contract, working a hybrid schedule out of Cupertino, CA.

Administrative Assistant|Qualifications:

• Experience with calendar management, complex travel arrangements, expense reports, and facilities requests
• Proficiency with office tools like Calendar, Mail, Keynote, Quip, Slack, etc
• Experience working with / understanding the needs of creative organizations
• Experience collaborating with distributed teams -- the role will be primarily working with teams across Cupertino, Culver City, and New York - as well as stakeholders across EMEA and APAC timezones
• Comfortable operating as part of a greater team of administrative assistants that support one another
• Strong attention to detail and accuracy
• Works effectively with minimal guidance and supervision
• 4+ years experience supporting Sr Manager level or higher discipline leads and/ or cross-functional teams in an administrative / coordination capacity
• Able to work autonomously with a strong work ethic and handle sensitive and confidential information with integrity and discretion
• Excellent written and verbal communication skills and a strong sense of professionalism
• Proven track record of meeting deadlines and taking initiative to make confident, wellinformed decisions
• Ability to notice trends and anticipate needs and changes, and react accordingly with a calm demeanor
• Excellent organizational skills, attention to detail, and ability to multitask in a fastpaced environment
• Strong interpersonal skills and ability to build relationships cross-functionally
• Possess a "can-do" attitude - no task is too big or too small
• Ability to handle conflict appropriately, and know when to escalation issues and when to apply common sense
• Interest in project management and team culture building
• Consistently adapts/improves their processes to get things done more effectively
• Experience with Apple Mail, Apple Calendar, and Apple productivity apps (Keynote, Numbers, and Pages)
• Experience with virtual collaboration tools (Quip, Slack, Webex)
• Willingness to be available after business hours on occasion
• Education: Bachelor's degree or equivalent experience

Administrative Assistant| Responsibilities:

• Assist in heavy calendar management, demonstrating flexibility and problem-solving abilities, prioritize schedules including last-minute changes.
• Liaise with executive admins to coordinate scheduling of key leadership meetings and scheduling between multiple senior leads, their teams and cross functional partners.
• Arrange domestic and international travel and process expense reports as needed.
• Supporting all administrative activities for the team.
• Assist with coordination and communication of on-site team meetings and events, including room reservations, catering, team building events, workshops and off- sites
• Occasional increased durations of walking and standing, and lifting and carrying of items up to 25 pounds. The ideal candidate must be able to complete all physical requirements of the job with or without a reasonable accommodation.