Administrative Assistance (Santa Clara, CA, USA)

Company Description IT Management Corporation, ITMC.net, was established in 2009 as a new generation IT solution provider focusing on sustainability, network conversion, and business alignment. We’re a highly qualified and professional voice and data network consulting and service organization. At IT Management, our mission is to facilitate a transformation to a more efficient, sustainable technical environment; enabled by advanced technology and enhanced communication to optimize production and increase reliability. We combine our professional and managed services with technologies from leading vendors to provide our customers with the best solution to their needs with consideration of industry standards and reliability. We can assist businesses in designing strategy, architecture, and technology roadmaps that become the blueprint of their vision. More at https://itmc.net/careers/# Job Description Are you a proactive and highly organized individual who thrives in a dynamic environment? We’re seeking an Administrative Assistant to support our executive team and help manage daily office operations. This is a key role that keeps our business running smoothly—ensuring that tasks are completed, priorities are tracked, and the office remains efficient, well-organized, and welcoming. This role goes beyond traditional admin work. You'll be the central point of coordination for our operational and administrative activities, working closely with both leadership and staff to foster a productive and positive work environment. • Oversee the daily operations of the office to ensure efficiency and organization. • Provide administrative support to leadership and operational teams. • Manage office supplies, inventory, equipment, and vendor relationships. • Handle internal and external office-related inquiries with professionalism. • Schedule and coordinate meetings, appointments, and company events. • Prepare agendas, meeting notes, and follow-up action lists. • Track tasks, follow-ups, and deadlines to ensure accountability across teams. • Assist in onboarding new employees, including setting up workspaces and coordinating access to systems. • Maintain internal documentation, templates, and records in Microsoft 365 and SharePoint. • Support various departments with document formatting, communication, and coordination needs. Qualifications Required: • 2–4 years of experience in an administrative assistant, executive assistant, or office coordinator role. • Proficiency with Microsoft 365, including Teams, Outlook, Word, Excel, PowerPoint, and SharePoint. • Strong organizational skills with the ability to manage multiple priorities and follow through on tasks. • Excellent written and verbal communication skills. • High level of professionalism, discretion, and reliability. • Strong attention to detail and accuracy in scheduling, documentation, and communication. • Ability to work independently and collaboratively in a fast-paced environment. • Comfortable learning new software tools and working with technology platforms. Preferred: • Experience in a technology company, professional services firm, or fast-paced office setting. • Familiarity with Microsoft Planner, To Do, Forms, or other task management tools. • Basic understanding of office IT systems or ability to coordinate with IT for setup/support. • Prior experience supporting senior leadership or multiple departments simultaneously. • Associate or Bachelor’s degree in Business Administration, Communications, or a related field. Additional Information • Office Operations & Support ◦ Oversee day-to-day office operations to ensure a clean, efficient, and well-organized work environment. ◦ Manage office supplies, equipment, vendor relationships, and service providers. ◦ Serve as the primary point of contact for internal office-related requests and external inquiries. ◦ Coordinate office maintenance, shipping/receiving, and space organization. • Administrative Support ◦ Provide direct administrative support to executives and department leads. ◦ Manage calendars, schedule meetings, coordinate travel, and prepare meeting materials. ◦ Track tasks, follow-ups, and due dates to ensure team accountability and timely completion. ◦ Prepare, format, and edit documents, reports, and presentations as needed. • Meeting & Event Coordination ◦ Schedule and organize internal meetings, client calls, and offsite events. ◦ Manage meeting logistics, prepare agendas, take notes, and track action items. ◦ Coordinate company-wide events, team gatherings, and employee recognition activities. • Technology & Tools ◦ Maintain digital organization using Microsoft Teams, SharePoint, OneDrive, and Outlook. ◦ Create and manage shared folders, access permissions, and internal documentation templates. ◦ Assist in onboarding new hires, including account setup and system access coordination. • Team & Culture Enablement ◦ Help reinforce a positive, collaborative workplace by being a reliable point of contact. ◦ Support internal communication efforts such as reminders, announcements, and updates. ◦ Act as a liaison between departments to ensure smooth collaboration and task handoffs. Please APPLY ONLINE at: https://tiny.pl/9rm7b554