Executive Office & Events Leader

Ultimate Staffing Services; Milpitas (CA); On-site; USD 52,000 - 69,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Job summary

Ultimate Staffing Services seeks a Sr. Office Administrator/Event Planner in Milpitas, California. This is a temporary-to-hire, 100% onsite position with occasional travel to Oakland and a future move toward Pleasanton/Dublin in 2027.

The role blends executive-level administrative partnership with facilities management and cross-functional coordination. You will support senior leaders, plan company events, manage office operations, and coordinate multi-site activities.

Qualifications

• 3-5 years of experience providing administrative support, including direct support to senior leaders
• Experience managing office operations, facilities coordination, or multi-site administrative functions
• Demonstrated ability to coordinate workflows or provide functional leadership
• Strong organizational and prioritization skills with comfort navigating shifting priorities
• Exceptional written and verbal communication skills
• High level of professionalism, discretion, emotional intelligence, and interpersonal effectiveness
• Advanced proficiency with Microsoft Office and modern collaboration tools
• Experience in construction, professional services, or operationally complex environments preferred
• Bachelor's degree preferred; equivalent professional experience considered

Responsibilities

• Provide high-level administrative support to multiple leaders, including managing complex and competing calendars with accuracy and sound judgment
• Play a key role in planning events
• Safeguard executive time by prioritizing requests and anticipating needs in dynamic or ambiguous situations
• Prepare and refine presentations, reports, correspondence, and internal communications
• Serve as a trusted liaison for internal and external stakeholders, maintaining strict confidentiality
• Proactively identify issues and deliver thoughtful, solutions-oriented support
• Partner with and provide coverage for other executives and administrative team members as needed
• Oversee daily operations for the Milpitas office and coordinate Oakland location
• Source and manage office supplies, equipment, furnishings, and vendor services
• Develop, maintain, and promote office management SOPs to ensure consistency across locations
• Lead space planning, office moves, and environment enhancements
• Coordinate repairs, safety inspections, and maintenance
• Manage vendor relationships, contracts, and service-level expectations
• Ensure all locations meet safety, accessibility, and operational readiness standards
• Partner with People and Communications teams to support office events and culture-building initiatives
• Plan and manage logistics for meetings, events, and travel
• Prepare meeting materials and follow-up actions to maintain momentum

Skills

Administrative support

Office operations

Facilities coordination

Workflow coordination

Communication

Discretion & professionalism

Microsoft Office

Cross-site coordination

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

Ultimate Staffing Services seeks a Sr. Office Administrator/Event Planner in Milpitas, California. This is a temporary-to-hire, 100% onsite position with occasional travel to Oakland and a future move toward Pleasanton/Dublin in 2027.

The role blends executive-level administrative partnership with facilities management and cross-functional coordination. You will support senior leaders, plan company events, manage office operations, and coordinate multi-site activities.