Administrative Assistant (Business Dev & Operations) - Request #37639453

WillHire, Inc; Santa Rosa (CA); On-site; USD 36,000 - 52,000; Part time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

401K plan

Job summary

WillHire, Inc. seeks an Administrative Assistant (Business Dev & Operations) on a part-time basis in Santa Rosa, CA. The role supports both the Business Development and Operations teams with organization, scheduling, purchasing, and budget tracking.

The ideal candidate will have 2–4 years of related experience, a Diploma or Bachelor’s in business administration, and strong Excel/PowerPoint skills. This is a 20 hours/week, on-site position requiring professional discretion and collaboration

Qualifications

• Diploma or bachelor’s degree in business administration preferred.
• 2–4 years of experience in administration, business operations, sales support or project coordination.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.

Responsibilities

• Coordinate meetings, calls, events, travel for the Business Development team.
• Manage purchase orders and support team OPEX tracking.
• Support purchasing, invoice processing, expense reporting, and basic budgeting.
• Partner with Finance, Legal, HR, Marketing, IT to move requests forward.
• Document, streamline, and improve administrative procedures and workflows.

Skills

Organizational skills

Time management

Written and verbal communication

Attention to detail

Deadline management

Proactive and solutions-oriented

Education

Bachelor’s degree in business administration

Tools

Microsoft Excel

PowerPoint

Job description

Administrative Assistant (Business Dev & Operations) - Part-Time

Location: Santa Rosa, CA
Employment Type: 20 hours per week
Reports to: Director of Business Development & Operations

About the Role

• We are looking for an organized, proactive, and detail-oriented Business Development & Operations Team Administrator to play a key role in supporting the day-to-day activities of our Business Development and Operations teams.
• This is a highly collaborative role that combines business administration, team coordination, purchasing, budget support, communications, and operational organization. You will work closely with multiple internal teams and stakeholders, helping ensure that priorities move forward smoothly and efficiently.
• The ideal candidate is a dependable self-starter who enjoys bringing structure to a busy environment, can confidently manage multiple priorities, and takes pride in delivering accurate, high-quality work.

What You’ll Do

Business Development Support

• Coordinate meetings, calls, events, travel arrangements, and other activities for the Business Development team.
• Manage purchase orders (POs) in accordance with established approval processes.
• Support team operating expenses (OPEX) tracking and management.
• Assist with regular list price and product-pricing updates.
• Help coordinate follow-up activities and ensure important actions stay on track.

Business Operations Support

• Provide administrative support for day-to-day business operations.
• Maintain accurate and well-organized electronic records, contracts, templates, and shared team documents.
• Support purchasing, invoice processing, expense reporting, and basic budget tracking.
• Partner with Finance, Legal, HR, Marketing, IT, and other internal teams to resolve requests and keep activities moving.
• Help document, streamline, and improve administrative procedures and operational workflows.
• Coordinate internal events, workshops, team meetings, and other business activities.
• Assist with special projects and ad hoc operational initiatives as needed.

Team & General Administration

• Manage calendars, meeting schedules, correspondence, and recurring team activities.
• Monitor shared inboxes and ensure requests are routed to the appropriate team member.
• Prepare polished documents, spreadsheets, reports, presentations, and other business materials.
• Support onboarding activities for new team members.
• Coordinate IT-related requests and help team members navigate internal policies and procedures.
• Manage logistics and other administrative needs across the team.
• Handle sensitive business and personal information with professionalism and discretion.
• Anticipate administrative needs and proactively resolve scheduling, coordination, and logistical challenges.

What We’re Looking For

• Diploma or bachelor’s degree in business administration, management, communications, or a related discipline is preferred.
• 2–4 years of experience in administration, business operations, sales support, project coordination, or a related field.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Exceptional attention to detail and accuracy.
• Ability to prioritize competing demands and consistently meet deadlines.
• Proficiency with Microsoft Office, particularly Excel and PowerPoint.
• Comfortable working independently while collaborating effectively across multiple teams.
• Strong judgment, professionalism, and discretion when handling confidential information.

Key Qualities

We’re looking for someone who is:

• Proactive and solutions-oriented
• Highly organized and detail-focused
• Professional, dependable, and accountable
• Commercially aware and business-minded
• Collaborative and service-oriented
• Adaptable and comfortable in a fast-paced environment
• Discreet and trustworthy
• A clear and confident communicator

What Success Looks Like

In this role, you will make a meaningful impact by helping the team operate efficiently and stay focused on its highest priorities. Success will be demonstrated through:

• Accurate, timely, and dependable administrative support.
• Well-organized business development and operational records.
• Smooth coordination of meetings, projects, events, and follow-up activities.
• Reliable reporting and improved visibility into team priorities and expenses.
• More efficient administrative processes and workflows.
• Strong, positive relationships with internal and external stakeholders.
• A proactive approach to identifying issues and finding practical solutions.

Why This Role Matters

This is more than an administrative position. You will be a key partner to the Business Development & Operations teams, helping connect people, processes, information, and resources. Your organization, initiative, and attention to detail will directly contribute to the team's effectiveness and ability to achieve its business goals.

If you'd like, I can also create a more modern, high-impact version designed specifically for LinkedIn/Indeed, with a stronger opening that makes the position more appealing to top candidates.

Pay Transparency

• This is the pay range that Magnit reasonably expects to pay someone for this position is$32.00/hour - $32.00/hour W-2.
• Benefits: Medical, Dental, Vision, 401K (provided minimum eligibility hours are met).