Executive Assistant

Hopeservices; San Jose (CA); On-site; USD 46,800 - 57,200; Full time

Job summary

Hopeservices in San Jose, CA is seeking an Office Management Support professional to oversee operations within an assigned department. Responsibilities include supervising office procedures, handling inquiries, and providing managerial support. The ideal candidate will have a high school diploma and two years of office experience.

Key skills include knowledge of office methodologies, the ability to manage tasks efficiently, and proficiency in MS Office. Hopeservices is an equal opportunity employer committed to diversity and inclusivity.

Qualifications

• Two years of related experience working in an office environment with increasing responsibilities.
• Proficient in MS Word, Excel, and Access.

Responsibilities

• Supervise lobby reception and office operations.
• Handle community inquiries and act as a department liaison.
• Assist in training and orientation of new employees.

Skills

Knowledge of office methods, procedures, and equipment

Ability to train and direct the work of others

Ability to prepare accurate accounting of department purchases

Experience in Windows, MS Office

Education

High school diploma, G.E.D., or equivalent

Job description

Compensation: $25.00/hr

Summary

Provide office management support for an assigned department, ensuring smooth operation of support services, handling inquiries, supervising other administrative support operations, and may lead projects. This position handles confidential information and operates as part of the management team.

Essential Functions

• Supervise lobby reception, phone, and office operations of assigned department.
• Ensure all required processes are completed or assigned; work with staff to assure completion of assignments.
• Assist in preparation and control of records, statistics, and reports regarding operations, personnel, and clients served.
• Handle community inquiries and act as a department liaison.
• Administer programs, projects, and processes specific to the assigned department.
• Participate in agency-wide case review, assuring departmental standards meet funding and state requirements.
• Administer and track departmental purchasing related to supplies, facilities, and operations.
• Assist in training and orientation of new employees.
• Provide services/support activities in the file as needed for department function.
• Act as a mandated abuse reporter.
• Perform other duties as assigned to assure efficient program operations.

Supervisory Responsibility

May supervise one staff member as assigned.

Qualifications Required

High school diploma, G.E.D., or equivalent plus two years of related experience working in an office environment with increasing responsible assignments.

Required Knowledge and Skills

• Knowledge of office methods, procedures, and equipment.
• Ability to train and direct the work of others.
• Ability to prepare and deliver presentations.
• Ability to prepare accurate accounting of department purchases.
• Ability to organize time, set priorities, and complete assignments.
• Ability to manage multiple tasks in a busy office environment.
• Ability to exercise good judgment, self‑paced work, and direct the work of others.
• Knowledge of the industry supported by the program department as assigned.
• Experience and knowledge in Windows, MS Office: proficiency in Word, Excel, and Access.

Environmental Conditions

Typical office environment, equipment and tasks. Significant amount of time spent at computer station, typing, phone, long periods of intense concentration. Constant review of documentation and reports, frequent phone use, constant interruption. Periods of travel to other locations, exposure to outdoor conditions. Significant face‑to‑face communications with internal and external customers.

Hope Services is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees regardless of race, color, religion or belief, national, social or ethnic origin, sex, age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family or parental status, or any other status.