Administrative Assistant

Acara Solutions, Inc.; Santa Clara (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Acara Solutions, Inc. in Santa Clara is seeking a detail-oriented Assistant to support our office operations and executive team.

You will manage calendars, coordinate travel, and assist with project and meeting logistics in a fast-paced corporate environment. We offer training, a collaborative team, and opportunities to learn from senior Assistants while contributing to client success and internal workflow improvements.

Qualifications

• 3-5 years of administrative or back-office experience.
• Proficiency in Microsoft Office, Concur, and AI-based tools to increase output.

Responsibilities

• Calendar Management: manage global schedules and travel arrangements with complete meeting details.
• Travel and Expenses: coordinate international travel, hotel bookings, car services, and executive expense reports.
• Meeting & Event Coordination: support cross-functional meetings in Santa Clara; arrange catering and logistics.
• Project Support: assist as junior project manager for special assignments with deadlines and leadership updates.
• Prioritization: manage multiple tasks in a dynamic environment and adapt quickly.
• Fill in for Assistants during vacation or maternity leave as needed.

Skills

Microsoft Office

Concur

AI tools

Tools

Concur

AI-based tools

Job description

We are seeking a detail-oriented and proactive Assistant to provide support in our Santa Clara office. The ideal candidate has a "can-do" attitude, willing to do what it takes to get the job done and the ability to navigate fast-paced corporate environments. We are willing to train the right candidate and have a team of senior Assistants they can learn from. Great opportunity to learn about business.

Why You'll Love Working Here:

• Supportive, team-driven culture that values collaboration, transparency, and accountability
• Opportunity to grow your career with a global workforce solutions leader serving multiple industries
• People-first environment that encourages employees to bring their authentic selves to work
• Strong focus on partnership, innovation, and delivering meaningful results for clients and candidates

Why This Opportunity is Exciting:

This role offers the chance to join a company that prioritizes both people and performance-where your contributions directly impact client success while giving you room to grow and develop professionally.

About Acara Solutions

Acara is a premier recruiting and workforce solutions provider-we help companies compete for talent. With a legacy of experience in various industries worldwide, we partner with clients, listen to their needs, and customize visionary talent solutions that drive desired business outcomes. We leverage decades of experience to deliver contingent staffing, direct placement, executive search, and workforce services worldwide.

What You'll Do:

• Calendar Management: Assist with global schedules and travel arrangements. Ensure calendars have all relevant meeting information (addresses, TEAMS links, attendees, etc.).
• Travel and Expenses: Work with our travel agent to manage international travel itineraries across multiple time zones, including hotel bookings, car services, and coordination with colleagues for local recommendations and arrangements. Complete executive expense reports using Concur and gather necessary receipts.
• Meeting & Event Coordination: Assist as needed with cross-functional meetings in the Santa Clara office. Order catering and manage logistics for on-site or virtual events.
• Project Support: Act as a junior project manager for special assignments, ensuring deadlines are met and progress is communicated to leadership.
• Prioritization: Effectively manage multiple tasks and shifting priorities in a dynamic environment, quickly adapting to new challenges as they arise.
• Fill in for Assistants in who are out on vacation/ maternity leave as needed.

Job Requirements

Required Experience:

• Experience: 3-5 years of experience in an administrative or back-office support role. We are willing to train the right new college graduate.
• Tech Savvy:Proficiency in Microsoft Office, Concur, AI based tools like CoPilot, ChatGPT or Google Gemini to increase work output.

Preferred Skills:

• Strong work ethic and commitment to delivering high-quality results
• Reliability, dependability, and accountability
• Initiative and willingness to take ownership of assignments
• Excellent attention to detail and organizational skills
• Positive attitude and customer service mindset
• Adaptability and resilience in a fast-paced environment
• Strong problem solving and critical thinking abilities
• Ability to work independently while also being a collaborative team player
• Eagerness to learn, grow, and continuously improve
• Communication:Excellent written and verbal English communication skills.
• Soft Skills:Strong multitasking abilities, discretion with confidential information, and a high level of accuracy.

Additional Information:

After you apply, you may receive a call or message from our AI Talent Scout about this role or other opportunities that match your skills and preferences. AI agent role is to help speed up your hiring process by answering questions, confirming basic information, and identifying whether there's a mutual fit.

The call or chat may be recorded so that our recruiting team can review it - they make all final hiring decisions, while AI agent simply helps move you forward faster. The best part? They are available 24/7, so you can connect whenever it's convenient for you.

By applying for this job, you agree to receive calls, AI-generated calls, text messages, or emails from Acara Solutions and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy at Website Privacy Policy | Acara

Aleron companies (Acara Solutions, Aleron Shared Resources, Broadleaf Results, Lume Strategies, TalentRise, Viaduct) are an Equal Opportunity Employer. Race/Color/Gender/Religion/National Origin/Disability/Veteran.

Applicants for this position must be legally authorized to work in the United States. This position does not meet the employment requirements for individuals with F-1 OPT STEM work authorization status.