Administrative Assistant 2

Aston Carter • San Jose, CA • 2h ago

Job Title: Administrative Assistant 2

Job Description

We are seeking an experienced, energetic, and friendly Administrative Assistant to join our engineering and program management teams in Silicon Valley, CA. This role offers an opportunity to learn and grow within a supportive organization, collaborating with various team admins to support teams in the Silicon Valley Center. The position involves a variety of administrative tasks, focusing on equipment management, onboarding, and space management.

Responsibilities

Act as the go-to resource for all administrative needs at the site, partnering closely with team admins, business leaders, and support staff.

Anticipate needs and make administrative decisions or requests for information on behalf of onsite leaders based on a deep understanding of business priorities.

Ensure compliance with administrative policies and procedures, maintaining high standards of execution and confidentiality.

Lead new hire onboarding logistics, including equipment procurement, workspace setup, and welcome communications.

Coordinate offboarding processes, ensuring timely equipment return and workspace updates.

Collaborate with team admins to ensure smooth transitions and readiness for new employees.

Maintain and update seating maps, manage individual and group seating requests.

Serve as liaison with facilities teams to address space planning, badge access, and site-specific needs.

Partner with administrative staff to plan and execute large-scale meetings, morale events, and site-wide communications.

Ensure timely collection of event details and requirements from team admins to support successful execution.

Work closely with other site admins and administrative staff across the organization to ensure consistency in processes and employee experience.

Participate in admin community initiatives and contribute to broader operational improvements.

Essential Skills

Minimum 2 years experience with Space Management and Team Support for large teams (over 100 employees).

Minimum 2 years experience in a previous fast-paced administrative role.

Minimum 2 years experience in the tech industry.

Additional Skills & Qualifications

Proven experience in executive or site-level administrative roles, preferably supporting executive level teams.

Strong organizational and project management skills with the ability to manage multiple priorities.

Excellent communication and interpersonal skills, able to build relationships across all levels of the organization.

High attention to detail and consistent follow-through.

Proficiency in Microsoft Office tools and internal systems, such as iCIMS, ProcureWeb, and Dynamics 365, is a plus.

A growth mindset and passion for learning and continuous improvement.

Experience supporting geographically distributed teams is advantageous.

Ability to navigate ambiguity and adapt to evolving business needs.

Collaborative spirit with a proactive approach to problem-solving.

Work Environment

The position requires the candidate to be onsite in Silicon Valley, California, for 5 days a week initially. After a few months, there may be flexibility to work 4 days onsite or potentially 3 days during less busy weeks. The role starts with 5 days a week onsite to form connections with the team and get acquainted with the building. A standard laptop will be provided by the supplier. The candidate will work 40 hours a week from Monday to Friday during standard core hours, with the potential for extension up to 18 months.

Job Type & Location

This is a Contract position based out of San Jose, California.

Pay and Benefits

The pay range for this position is $30.00 - $33.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in San Jose,CA.

Application Deadline

This position is anticipated to close on Sep 23, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

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