Senior Executive - Administration

twentysix; San Francisco (CA); Hybrid; USD 70,000 - 110,000; Full time

Job summary

AKQA is seeking a Senior Executive – Administration in San Francisco to oversee day-to-day office operations in a hybrid work environment. You will coordinate vendors, travel, inventory, insurance administration and employee engagement initiatives to maintain a smooth, well-organised workplace experience.

You will partner with HR, IT and other teams to support onboarding, budgets and compliance, while resolving operational issues with minimal supervision and a proactive, service-oriented mindset.

Qualifications

• Bachelor's degree in Business Administration, Hospitality, Facilities Management or a related field.
• 3–6 years of experience in administration, facilities, workplace operations or a similar role.
• Experience in vendor coordination, inventory management, travel and general office administration.
• Good working knowledge of MS Office, particularly Excel and Outlook.
• Strong organisational, coordination and follow-up skills with good attention to detail.
• Good communication and interpersonal skills with a service-oriented approach.
• Ability to manage multiple priorities, work independently and handle last-minute requirements.
• Proactive, accountable and solution-oriented, with a strong focus on employee experience.

Responsibilities

• Manage day-to-day office and facility administration, including coordination with housekeeping, security, pantry, maintenance and other vendors.
• Manage office supplies and inventory, maintaining accurate records and ensuring timely replenishment.
• Coordinate domestic and international travel, including visas, tickets, accommodation and related logistics.
• Support employee engagement activities, office events and internal initiatives.
• Coordinate employee insurance administration, including enrolment, documentation, renewals and employee queries.
• Support procurement activities and maintain administrative budgets, expenses and purchase records.
• Coordinate onboarding and other employee workplace requirements in collaboration with HR, IT and other teams.
• Maintain administrative records, reports and trackers, and support audits and compliance requirements.
• Identify and resolve day-to-day operational issues, ensuring timely follow-up and effective service delivery.
• Take ownership of assigned responsibilities and ensure timely completion with minimal supervision.

Skills

MS Office

Excel

Outlook

Organisational skills

Communication skills

Multi-tasking

Vendor coordination

Inventory management

Travel coordination

Problem solving

Education

Bachelor's degree in Business Administration, Hospitality, Facilities Management or related field

Tools

MS Office

Job description

At AKQA, the Senior Executive – Administration is responsible for ensuring smooth day-to-day office and workplace operations. The role manages administrative activities, vendors, travel and logistics, inventory, insurance coordination and employee engagement initiatives, while supporting a well-organised and positive workplace experience.

ROLE REQUIREMENTS

• Manage day-to-day office and facility administration, including coordination with housekeeping, security, pantry, maintenance and other vendors.

• Manage office supplies and inventory, maintaining accurate records and ensuring timely replenishment.

• Coordinate domestic and international travel, including visas, tickets, accommodation and related logistics.

• Support employee engagement activities, office events and internal initiatives.

• Coordinate employee insurance administration, including enrolment, documentation, renewals and employee queries.

• Support procurement activities and maintain administrative budgets, expenses and purchase records.

• Coordinate onboarding and other employee workplace requirements in collaboration with HR, IT and other teams.

• Maintain administrative records, reports and trackers, and support audits and compliance requirements.

• Identify and resolve day-to-day operational issues, ensuring timely follow-up and effective service delivery.

• Take ownership of assigned responsibilities and ensure timely completion with minimal supervision.

QUALIFICATIONS & CHARACTERISTICS

• Bachelor's degree in Business Administration, Hospitality, Facilities Management or a related field.

• 3–6 years of experience in administration, facilities, workplace operations or a similar role.

• Experience in vendor coordination, inventory management, travel and general office administration.

• Good working knowledge of MS Office, particularly Excel and Outlook.

• Strong organisational, coordination and follow-up skills with good attention to detail.

• Good communication and interpersonal skills with a service-oriented approach.

• Ability to manage multiple priorities, work independently and handle last-minute requirements.

• Proactive, accountable and solution-oriented, with a strong focus on employee experience.

We believe great work happens when we're together, fostering creativity, collaboration, and connection. That's why we’ve adopted a hybrid approach including required in-office days. If you require accommodations or flexibility, please discuss this with the hiring team during the interview process.

AKQA is an equal opportunity employer and considers applicants for all positions without discrimination or regard to particular characteristics. We are committed to fostering a culture of respect in which everyone feels they belong and has the same opportunities to progress in their careers.

We believe great work happens when we're together, fostering creativity, collaboration, and connection. That's why we’ve adopted a hybrid approach including required in-office days. If you require accommodations or flexibility, please discuss this with the hiring team during the interview process.

AKQA is an equal opportunity employer and considers applicants for all positions without discrimination or regard to particular characteristics. We are committed to fostering a culture of respect in which everyone feels they belong and has the same opportunities to progress in their careers.

About WPP

WPP is the trusted growth partner for the world’s leading brands. We unite cutting-edge media intelligence and data solutions, world-class creativity, next-generation production, transformative enterprise solutions and expert strategic counsel in a single company – powered by exceptional talent and our agentic marketing platform, WPP Open, to help our clients navigate change, capture opportunity and deliver transformational growth. For more information, visit WPP.com.