Administrative Assistant

Talentify; Mountain View (CA); On-site; USD 34,000 - 39,000; Full time

Benefits offered by this job

Medical benefits

401(k) plan

Dental & vision

Life Insurance

Disability insurance

HSA

Transit benefits

Employee Assistance Program

Paid time off

Job summary

Aston Carter is seeking an Administrative Assistant to provide primary support to a leader and secondary support to a team on the Mountain View campus and nearby Santa Clara lab. The role manages calendars, travels, meetings, events, and supports department operations, procurement, and onboarding.

The position is fully onsite in Silicon Valley, with no overtime, 40 hours/week, and a contract through December 31, 2026. Bachelor's degree required and strong MS Office skills expected.

Qualifications

• 0–2 years of administrative support experience in a professional environment.
• 0–2 years of procurement or ordering experience, including hardware or office purchases.
• 0–2 years of experience using productivity tools such as Microsoft Outlook, PowerPoint, and Excel.
• Completed bachelor’s degree.

Responsibilities

• Manage complex calendars and schedules for an individual leader and teams.
• Coordinate domestic travel arrangements with detailed itineraries.
• Organize and support meetings and events, including logistics and onsite support.
• Support department financial operations: procurement, ordering, and tracking expenses.
• Assist with onboarding tasks and logistics for new hires.

Skills

Admin experience

Procurement

MS Office

Education

Bachelor’s degree

Tools

MS Outlook

PowerPoint

Excel

Job description

The Administrative Assistant performs a variety of complex administrative functions, providing primary support to an individual leader and secondary support to a broader team. This role manages schedules, coordinates travel, organizes meetings and events, and supports department financial, personnel, and facility operations. The position is part of a dynamic Silicon Valley organization, supporting employees across a Mountain View campus and a nearby Santa Clara lab, and plays a key role in ensuring seamless administrative support for leadership, team activities, and day-to-day operations.

Responsibilities

• Manage complex calendars and schedules for an individual leader and supporting teams, ensuring meetings, deadlines, and priorities are coordinated effectively.
• Coordinate domestic travel arrangements, including booking transportation, accommodations, and preparing detailed itineraries.
• Organize and support meetings and events, including scheduling, room and space reservations, logistics coordination, and onsite support during events.
• Coordinate department financial operations as requested, such as assisting with procurement, ordering, and tracking administrative expenses.
• Support personnel operations, including new hire onboarding activities, preparing materials, coordinating logistics, and helping ensure a smooth start for new team members.
• Handle hardware ordering and basic procurement tasks, including submitting requests, tracking orders, and ensuring timely delivery for team needs.
• Assist with space and facilities coordination across the Mountain View campus and Santa Clara lab, including office and lab space needs, equipment, and general site support.
• Provide day-to-day administrative support for a large onsite team, including responding to ad-hoc requests, preparing documents and presentations, and maintaining organized records.
• Use Microsoft Office tools such as Outlook, PowerPoint, and Excel to manage communications, schedules, presentations, and basic data tracking.
• Partner closely with multiple teams in a fast-paced, collaborative environment, adapting to changing priorities and supporting varying business needs across both locations.
• Complete special projects as assigned, taking ownership of tasks, following through on details, and delivering work on time.
• Maintain a consistent onsite presence at both the Mountain View campus and Santa Clara lab, including traveling between sites as needed to support operations.

Essential Skills

• 0–2 years of administrative support experience in a professional environment, such as school administrative settings or retail environments with relevant responsibilities.
• 0–2 years of procurement or ordering experience, including handling hardware or general office-related purchasing.
• 0–2 years of experience using productivity tools such as Microsoft Outlook, PowerPoint, and Excel.
• Completed bachelor’s degree.

Work Environment

This role is based fully onsite in Silicon Valley, with work split between a primary campus location in Mountain View and a secondary lab location in Santa Clara, approximately 15 minutes apart. The position supports a large onsite team in a collaborative, fast-paced environment that relies heavily on partnership across multiple groups and locations. The schedule is Monday through Friday, 40 hours per week, with no expected overtime. The work involves regular use of workplace technology and productivity tools, including Microsoft Outlook, PowerPoint, Excel, and other administrative systems, as well as interaction with hardware ordering and procurement processes. The role requires frequent movement between the Mountain View campus and the Santa Clara lab to support business operations at both sites. The assignment is initially budgeted through December 31, 2026, with the intent to extend based on business needs, budget availability, and performance. Attire is typical professional office wear appropriate for a corporate campus and lab-support environment.

Job Type & Location

This is a Contract position based out of Mountain View, CA.

Pay and Benefits

The pay range for this position is $25.00 - $28.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms.

If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Mountain View,CA.

Application Deadline

This position is anticipated to close on Sep 9, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.