Dynamic Administrative Assistant & Travel Coordinator

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

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.