Administrative Assistant Job at TALENT Software Services in Mountain View

Are you an experienced Administrative Assistant with a desire to excel? If so, then Talent Software Services may have the job for you! Our client is seeking an experienced Administrative Assistant to work at their company in Mountain View, CA.

Primary Responsibilities/Accountabilities:

• Manage a VP's calendar and prioritize time strategically for the VP.
• Build strong relationships with the VP's leadership team and key stakeholders to support effective time management.
• Provide actionable business insights to enable informed decision-making.
• Identify and drive improvements in business processes and resources.
• Coordinate travel logistics, trip prep, and expense reporting.
• Partner with site-based and Redmond-based admin teams to align and establish processes that support the rhythm of business and compliance.
• Review and approve expense reports in alignment with lead admin guidance.
• Participate in recurring admin meetings.
• Undertake special assignments and projects as needed.

Typical Day in the Role

• Purpose of the Team: Supports a CVP and a large global team
• Key Projects: Event planning (weekly morale events/happy hours), space management, supporting CVP and team, new hire device ordering, expense and travel budget tracking, distribution group management, and cross-site admin coordination.

Typical Task Breakdown & Operating Rhythm:

• Calendar management for CVP and team.
• Coordinating events and morale activities.
• Managing office supplies and loaner devices.
• Handling expense reports and budget tracking.
• Supporting both on-site and remote team members, including cross-region admin collaboration.
• Weekly check-ins with lead admin.

Qualifications:

• Years of Experience Required: Preferably 4+ years in admin support, ideally with large tech company experience.
• Degrees or Certifications Required: Bachelor's degree expected.
• Performance Indicators:
• o Responsiveness, proactive problem-solving, ability to operate in ambiguity, effective event and calendar management, and positive feedback from team/leader.
• 2+ years supporting executives or directors in a fast-paced environment.
• 6+ years in administrative roles.
• Experience supporting global teams and navigating ambiguity.
• Skills in budget management, event planning, calendaring, and business operations.
• Ability to anticipate needs and make decisions independently.
• Comfortable working under pressure and adapting quickly to change.
• Strong collaboration skills and ability to build relationships across diverse teams.
• Discretion and professionalism in handling sensitive information.
• Excellent organizational, analytical, and written communication skills.
• Proficiency in tools: Outlook, Word, Excel, PowerPoint, OneNote, SharePoint, Teams.
• Calendar Support: Minimum 4 years, preferably supporting senior leaders (CVP level).
• Remote Team Support: Minimum 4 years of experience supporting distributed teams across regions.
• Event Planning (In-Person): Minimum 4 years, organizing morale events and managing office logistics.