Senior Administrative Professional
San Jose, CA
Category: Administrative
Reference ID: 10081924
Shortcut: http://addisongroup.gosnaphop.com/mmMtEP
Job Title: Senior Administrative Professional
Industry: Professional Services / Consulting
Location (city, state): San Jose, CA
Assignment Type: Contract-to-Hire
Pay: $30 -38/hour
Work Schedule: Monday–Friday, 8:00 AM–5:00 PM
Benefits: This position is eligible for medical, dental, vision, and 401(k).
About The Company:
Our client is a global professional services organization that partners with businesses on areas including safety, compliance, sustainability, risk management, and operational performance. The organization supports a fast-paced, collaborative environment where employees work across teams and functions to deliver solutions for clients.
Job Description:
Our client is seeking a polished, experienced Senior Administrative Professional to provide high-level administrative and operational support across multiple leaders and teams.
This position is ideal for someone who sees beyond a checklist and enjoys taking ownership of projects, solving problems, coordinating across departments, and finding ways to make business operations more efficient. The role will combine administrative support, project coordination, workplace operations, employee support, and cross-functional collaboration.
The successful candidate will be highly organized, adaptable, resourceful, and comfortable working independently in an environment where priorities can shift quickly. This person should be confident interacting with senior leaders and capable of identifying what needs to happen next without waiting for step-by-step direction.
Key Responsibilities:
- Provide administrative and operational support to multiple leaders, teams, and business functions.
- Manage complex calendars, meetings, travel arrangements, expenses, communications, reports, and business documentation.
- Prepare meeting materials, presentations, correspondence, and other professional communications.
- Coordinate projects and cross-functional initiatives, including timelines, action items, deadlines, and follow-up.
- Partner with HR, Finance, IT, Marketing, and other internal teams to keep projects and operational needs moving forward.
- Support employee onboarding, engagement activities, internal communications, recognition initiatives, and workplace programs.
- Serve as a resource for employees and internal stakeholders, helping coordinate requests and connect them with the appropriate teams.
- Initially assist with office and workplace operations, including vendors, facilities, supplies, meetings, and general office needs.
- Maintain organized records, procedures, templates, and reporting materials.
- Identify opportunities to streamline administrative processes and improve workflows.
- Develop SOPs, templates, and other resources that create consistency and efficiency.
- Proactively identify potential issues and determine appropriate solutions before they become larger problems.
- Follow assignments through from initial request to completion while keeping relevant stakeholders informed.
- Handle confidential information with professionalism, discretion, and sound judgment.
Qualifications:
- 5+ years of progressively responsible experience in administrative support, executive support, business operations, office management, or program coordination.
- Experience supporting multiple leaders, teams, or departments rather than exclusively supporting one individual.
- Advanced proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
- Strong calendar management, scheduling, organizational, and communication skills.
- Experience coordinating projects, initiatives, or other cross-functional work.
- Strong problem-solving skills with the ability to independently research and determine solutions.
- Demonstrated ability to prioritize competing requests and manage multiple deadlines.
- Excellent written and verbal communication skills.
- Professional presence and confidence working with senior-level stakeholders.
- Ability to adapt quickly in a fast-paced environment with changing priorities.
- Strong interpersonal skills, emotional intelligence, and discretion.
- Bachelor's degree preferred; equivalent professional experience will be considered.
Additional Details:
- This is a hybrid position based in San Jose.
- The role will initially require a stronger in-office presence while supporting workplace and office operations.
- As those responsibilities transition over time, the position is expected to become more flexible within the hybrid schedule.
- The ideal candidate is looking for a long-term career in administrative/business operations, rather than viewing the position solely as a stepping stone into another function.
- Experience with Concur, Ajera, Workday, or similar business systems is preferred but not required.
- Candidates should be comfortable learning new technology and business applications quickly.
- Experience working in a professional services, consulting, or similarly fast-paced environment is a plus.
Perks:
- Contract-to-hire opportunity with approximately $80K annual compensation upon conversion
- Hybrid work environment
- Opportunity to take on increasingly strategic administrative and operational responsibilities
- Exposure to multiple business functions and senior-level stakeholders
- Opportunity to help improve processes and build scalable administrative practices
- Medical, dental, vision, and 401(k) eligibility
| Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request. |
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