Executive Office & People Operations Coordinator

Fairchild Imaging; San Jose (CA); On-site; USD 48,000 - 52,000; Full time

Benefits offered by this job

9/80 Schedule

Medical, Dental and Vision

Health Savings Account

401(k) with Employer matching

Tuition Reimbursement

Paid Time Off and Company Holidays

Job summary

Fairchild Imaging, headquartered in San Jose, California, is seeking an Office Administrator to support the leadership team and keep our fast-paced workplace running smoothly. This onsite role follows a 9/80 schedule, with responsibilities spanning leadership coordination, HR, marketing, and facilities support.

You will handle meetings, events, onboarding, and daily operations while maintaining discretion with confidential information.

Qualifications

• 2+ years of experience in office administration or related role.
• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Ability to work independently while collaborating effectively with a diverse range of colleagues.
• Strong attention to detail and follow-through.
• Professionalism, discretion, and sound judgment when handling sensitive information.
• Willingness to be hands-on and assist wherever needed in a dynamic work environment.

Responsibilities

• Coordinate leadership meetings, including scheduling, room setup, agendas, materials, and follow-up as needed.
• Arrange team lunches, catering, refreshments, and other meeting-related logistics.
• Assist with planning and coordinating company events, leadership gatherings, and employee activities.
• Provide administrative support to the leadership team on special projects and day-to-day needs.
• Anticipate leadership needs and proactively address logistical and administrative requirements.
• Handle confidential information with discretion and professionalism.
• Assist HR with employee communications, meetings, events, and administrative projects.
• Support onboarding activities, employee engagement initiatives, and company-wide programs.
• Help coordinate employee events, recognition activities, and other HR-sponsored initiatives.
• Provide general administrative assistance to the HR team as needed.
• Assist with marketing meetings, events, presentations, and administrative coordination.
• Support the preparation of materials, supplies, and logistics for internal and external events.
• Partner with Marketing on special projects and other administrative needs.
• Support daily office operations and help maintain an organized, welcoming, and functional workplace.
• Coordinate meeting room readiness, office supplies, catering, and other workplace logistics.
• Partner with Facilities on office needs, vendor coordination, and workplace projects.
• Assist with maintaining common areas and ensuring the office is prepared for employees, visitors, and meetings.
• Identify opportunities to improve office processes, efficiency, and the overall employee experience.
• Manage multiple priorities and respond to changing business needs with flexibility and a positive attitude.
• Collaborate with employees and cross-functional teams to ensure projects and activities are completed effectively.
• Provide backup support for administrative tasks and other duties as assigned.
• Contribute to a culture of teamwork, accountability, and service.

Skills

Office Administration

Organizational skills

Communication skills

Team collaboration

Tools

Microsoft Office

Job description

Fairchild Imaging, headquartered in San Jose, California, is seeking an Office Administrator to support the leadership team and keep our fast-paced workplace running smoothly. This onsite role follows a 9/80 schedule, with responsibilities spanning leadership coordination, HR, marketing, and facilities support.

You will handle meetings, events, onboarding, and daily operations while maintaining discretion with confidential information.