Proactive Office Assistant & Admin Coordinator

Simera; San Francisco (CA); On-site; USD 50,000 - 62,000; Full time

Job summary

Simera is seeking an organized Office Assistant to provide administrative support and ensure daily office operations run smoothly. The role involves handling documents, schedules, data, and communications while supporting team members and maintaining an organized environment.

The candidate should be detail-oriented, professional, and capable of managing multiple tasks with a proactive approach. Remote work is not specified; a reliable setup for office tasks is expected.

Qualifications

• Experience providing administrative support to managers and teams.
• Experience organizing digital and physical files and records.
• Ability to manage emails, messages, calls, and administrative requests.
• Ability to schedule meetings, appointments, and team activities.
• Experience preparing reports, spreadsheets, and presentations.
• Data entry accuracy and attention to detail.
• Experience coordinating information between internal teams and external contacts.

Responsibilities

• Provide general administrative support to managers and team members.
• Organize and maintain digital and physical files, documents, records, and databases.
• Manage routine emails, messages, calls, and administrative requests.
• Assist with scheduling meetings, appointments, and team activities.
• Prepare, format, and update reports, documents, spreadsheets, and presentations.
• Perform data entry and verify information for accuracy and completeness.
• Coordinate information between internal teams and external contacts.
• Monitor deadlines, tasks, and follow-ups to ensure timely completion.
• Assist with invoices, expenses, orders, and other administrative records when required.
• Support office supplies, equipment, and other routine office-related needs.
• Assist with organizing meetings, events, and internal activities.
• Maintain accurate and up-to-date administrative records.
• Support onboarding and other internal administrative processes when required.
• Identify administrative issues and assist with practical solutions.
• Maintain confidentiality when handling sensitive company information.

Skills

Verbal and written communication

Organization & time management

Attention to detail

Multitasking

Problem solving & follow-up

Independent & proactive

Adaptability

Professional communication

Tools

Google Workspace

Microsoft Office

Job description

Simera is seeking an organized Office Assistant to provide administrative support and ensure daily office operations run smoothly. The role involves handling documents, schedules, data, and communications while supporting team members and maintaining an organized environment.

The candidate should be detail-oriented, professional, and capable of managing multiple tasks with a proactive approach. Remote work is not specified; a reliable setup for office tasks is expected.