Administrative Specialist BB

simera-talent; San Francisco (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Simera Talent is seeking a detail-oriented Administrative Specialist to provide administrative and operational support across the organization in San Francisco.

You will manage documents, calendars, reports, and data; coordinate with internal teams and external contacts; monitor deadlines; and help maintain organized digital filing with confidentiality.

This role requires strong communication, reliability, and the ability to work independently, including remote collaboration with dispersed teams.

Qualifications

• Excellent verbal and written communication.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Strong data entry and documentation skills.
• Ability to manage multiple tasks simultaneously.
• Proficiency with Google Workspace or Microsoft Office.
• Confidential handling of information.
• Independent with ability to work with remote teams.
• Ability to adapt to changing priorities.

Responsibilities

• Provide administrative support to internal teams and managers.
• Manage documents, records, files, and databases.
• Prepare and update reports, spreadsheets, presentations.
• Manage emails, calendars, meetings, and scheduling.
• Coordinate information between internal teams and external contacts.
• Monitor deadlines and follow-ups to ensure timely completion.
• Process invoices, expense reports, and purchase requests when required.
• Maintain organized digital filing and document management.
• Support onboarding and internal processes.
• Identify issues and propose process improvements.
• Ensure policies and procedures are followed and confidentiality is maintained.
• Provide timely professional support to staff and stakeholders.

Skills

Verbal and written communication

Organization and time management

Attention to detail

Data entry

Multitasking

Problem solving

Google Workspace

Microsoft Office

Documentation skills

Independence

Confidentiality

Adaptability

Tools

Google Workspace

Microsoft Office

Job description

We are seeking a detail-oriented and proactive Administrative Specialist to provide administrative and operational support across the organization. The ideal candidate is highly organized, reliable, and capable of managing documentation, coordinating tasks, maintaining accurate records, and supporting teams with day-to-day administrative needs.

Responsibilities

• Provide administrative support to internal teams and managers.
• Manage and organize documents, records, files, and databases.
• Process and maintain accurate administrative information and data.
• Prepare, format, and update reports, spreadsheets, presentations, and other documents.
• Manage emails, calendars, meetings, appointments, and routine administrative requests.
• Coordinate information and tasks between internal teams and external contacts.
• Monitor deadlines, pending tasks, and follow-ups to ensure timely completion.
• Perform data entry and verify information for accuracy and completeness.
• Assist with invoices, expense reports, purchase requests, and other administrative processes when required.
• Maintain organized digital filing and document management systems.
• Support onboarding, internal processes, and other administrative projects.
• Identify administrative issues and recommend improvements to processes and workflows.
• Ensure company policies and administrative procedures are followed consistently.
• Maintain confidentiality when handling sensitive business and employee information.
• Provide timely and professional support to employees, managers, and external contacts.

Required Skills

• Excellent verbal and written communication skills.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Strong data entry and documentation skills.
• Ability to prioritize and manage multiple tasks simultaneously.
• Strong problem-solving and follow-up abilities.
• Proficiency with Google Workspace or Microsoft Office.
• Comfortable using spreadsheets, email, calendars, databases, and other digital tools.
• Strong written documentation and record-keeping skills.
• Ability to work independently and take initiative.
• Professional and discreet approach when handling confidential information.
• Ability to adapt to changing priorities and processes.

Requirements

• Previous experience in administrative support, office administration, operations, coordination, or a similar role.
• Experience managing documents, records, data, schedules, and administrative processes.
• Strong computer and digital skills.
• Ability to work independent and collaborate effectively with remote teams.
• Strong attention to detail and ability to meet deadlines.
• Ability to manage multiple priorities in a fast-paced environment.
• Reliable internet connection and a suitable setup for remote work.
• Professional, proactive, organized, and dependable attitude.
• English proficiency is required if the position involves communicating with English-speaking teams, clients, or stakeholders.