Administrative Assistant

ApTask; Foster City (CA); On-site; USD 50,000 - 75,000; Full time

Job summary

A leading company is seeking an Administrative Support specialist to provide executive support and manage onboarding processes. The role involves multitasking across different time zones, coordinating events, and maintaining vendor communication. Candidates should be proficient in MS Office and capable of handling various administrative duties effectively.

Qualifications

• Strong administrative support skills.
• Ability to manage multiple projects across time zones.
• Experience with onboarding processes and event coordination.

Responsibilities

• Provides administrative support for calendar management and travel arrangements.
• Manage onboarding process and process purchase orders using SAP.
• Coordinate and execute event activities.

Skills

Proficient in MS Office

Teams

SharePoint Online

Tools

SAP

Job description

Provides administrative support to an executive and team members for calendar management and travel arrangements.

Manage onboarding process for new hires and contract workers, including scheduling meetings, initiating IT equipment orders, and requesting workspace.

Process purchase orders using SAP system.

Prioritize workload involving multiple projects across different time zones.

Proficient in MS Office, Teams, and SharePoint Online.

Under manager’s guidance, create draft reports, documents, presentations, and templates using raw data and internet searches.

Coordinate events, including planning, organizing, and executing activities.

Liaise with guests for travel, hotel, expense reports, and presentation materials.

Communicate directly with vendors and suppliers.

Support other administrative assistants and serve as a backup to the Administrative Coordinator.

Maintain awareness of broader workflows and influence processes accordingly.

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