Administrative Assistant

3VI; San Jose (CA); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Paid sick leave

Healthcare

Dental Insurance

401k

PTO

Job summary

3Vi in San Jose, CA is seeking an organized Administrative Assistant to support coordination, records management, onboarding, and daily office tasks in a fast-paced environment.

The role requires independence, meticulous documentation, and confidentiality, with a 40-hour work week, Monday through Friday, and a compensation range of $25–$30 per hour.

Qualifications

• Four+ years of administrative support/office coordination experience in a professional environment.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Strong written communication and follow-through abilities.
• Ability to work independently with minimal supervision.
• Proficiency with Microsoft Office Suite.
• Ability to maintain confidentiality and handle sensitive information professionally.

Responsibilities

• Coordinate day-to-day administrative tasks.
• Assist with maintaining company records, submission and tracking logs, and expenses.
• Support data entry, filings, document preparation, and meeting minutes.
• Assist with phone coverage, voicemail management, and message follow-up.
• Perform document control tasks including scanning, file conversion, formatting, PDF assembly, and electronic filing.
• Support onboarding and general office tasks.
• Coordinate mail, shipments, printing, and other administrative logistics.
• Order and organize office supplies and materials.
• Assist with planning meetings, travel, conferences, and events.
• Travel as needed to support tasks.
• Prepare social media content.
• Perform other administrative duties as assigned.

Skills

Attention to detail

Organization

Time management

Written communication

Independence

Microsoft Office

Education

Associate or Bachelor’s degree preferred

Tools

Microsoft Office Suite

Job description

Administrative Assistant (Full Time)

Location: San Jose, CA

Schedule: Full time

Hours: Monday–Friday, 40 hours per week

Compensation: $25-$30/hour (dependent on experience)

Status: Full-Time Hourly, Non-Exempt

Company Description

This is an exciting opportunity for a motivated, detail-oriented Administrative Assistant to support coordination, general administrative tasks, and new hire onboarding. The role is a strong fit for someone who thrives in a dynamic environment, takes ownership of documentation and records, and works independently with accuracy and confidentiality.

About the Role

3Vi are currently hiring for a highly organized and detail-oriented Administrative Assistant to support deadline driven administrative activities in a fast-paced professional environment.

This role is ideal for someone who enjoys organizing documentation, maintaining accurate records, and supporting fast-paced professional teams independently. The position requires strong ownership, reliability, professionalism, and the ability to work with minimal supervision. The ideal candidate is proactive, organized, and capable of managing multiple administrative tasks while maintaining a high degree of accuracy and confidentiality.

Key Responsibilities

• Coordinate day-to-day administrative tasks
• Assist with maintaining company records, submission logs, tracking logs, and expenses
• Support data entry, administrative filings, document preparation, and meeting minutes
• Assist with company phone coverage, voicemail management, and message follow-up as needed
• Perform document control activities including scanning, file conversion, formatting, PDF assembly, printing, and electronic filing
• Support with onboarding and general office tasks
• Coordinate mail, FedEx shipments, printing, and other administrative logistics
• Assist with ordering and organizing office supplies, merchandise, equipment, and miscellaneous company materials
• Assist with planning meetings, travel, conferences, events, and activities
• Travel as needed to support administrative and onboarding tasks
• Assist with preparing social media content
• Perform other administrative tasks and duties as assigned

Minimum Qualifications

• At least four years of experience in administrative support, office coordination, or document control in a professional office environment
• Strong attention to detail and accuracy
• Excellent organizational and time-management skills
• Strong written communication and follow-through skills
• Ability to work independently with minimal supervision
• Proficiency with Microsoft Office Suite
• Ability to maintain confidentiality and handle sensitive business information professionally

Preferred Qualifications

• Associate degree or bachelor’s degree preferred

Compensation & Benefits

• $25-$30 /hour
• Full time, non-exempt hourly position
• Paid sick leave in accordance with California law
• Comprehensive benefits package is available to full-time employees: PTO, Healthcare, Dental Insurance, 401k

Additional Information

• No staffing agencies or recruiters
• This position is not eligible for independent contractors or 1099 arrangement
• Applicants must be authorized to work in the United States without current or future sponsorship requirements

Equal Opportunity Employer

3Vi is an Equal Opportunity Employer and considers qualified applicants without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, ancestry, age, disability, veteran status, or any other protected characteristic under applicable law