Apex Systems
Job Title
Office Manager
(Facility Manager & Executive Assistant) Company
Apex Systems Location
San Jose, CA Engagement
12+ month contract (potential for FTE conversion). Onsite required 3-5 days per week. Overview
Dual-role position combining executive administrative support with facility management responsibilities. Manages building operations, maintenance, and safety while providing high-level administrative assistance to senior executives. Requires exceptional organizational skills and ability to prioritize multiple responsibilities. Executive Assistant Responsibilities
Manage executive calendars, scheduling meetings and appointments Coordinate travel arrangements including flights, hotels, and itineraries Prepare correspondence, reports, and presentations Handle confidential information with discretion and professionalism Organize and coordinate meetings, conferences, and corporate events Assist with special projects and strategic initiatives Serve as liaison between executives and internal/external stakeholders Handle expense reports and administrative tasks Facility Management Responsibilities
Coordinate maintenance schedules and manage vendor relationships for electrical, network, security, or other facility operations Ensure compliance with health, safety, and building regulations Manage facility budgets and track operational expenses Handle space planning, office layouts, and workplace optimization Maintain facility records, inspection logs, and compliance documentation Respond to facility emergencies and coordinate urgent repairs Plan office moves, renovations, and facility improvement projects Required Qualifications
Bachelor’s degree in business administration, facility management, or related field 5+ years combined experience in facility management and executive support roles Strong knowledge of building systems and maintenance operations Proven experience supporting C-level executives Excellent organizational and multitasking abilities Superior written and verbal communication skills Proficiency in Microsoft Office Suite and facility management software Ability to handle confidential information with integrity Strong problem-solving skills and attention to detail Preferred Qualifications
Professional certifications in facility management or administrative support Experience with project management and event planning Knowledge of building codes and safety regulations Previous experience in corporate environments Bilingual capabilities Key Competencies
Exceptional time management and prioritization skills Ability to work independently with minimal supervision Strong interpersonal skills and professional demeanor Flexibility to handle both strategic and operational tasks Crisis management and emergency response capabilities Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of protected characteristics. We will consider qualified applicants with criminal histories in a manner consistent with applicable law.
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Office Manager
(Facility Manager & Executive Assistant) Company
Apex Systems Location
San Jose, CA Engagement
12+ month contract (potential for FTE conversion). Onsite required 3-5 days per week. Overview
Dual-role position combining executive administrative support with facility management responsibilities. Manages building operations, maintenance, and safety while providing high-level administrative assistance to senior executives. Requires exceptional organizational skills and ability to prioritize multiple responsibilities. Executive Assistant Responsibilities
Manage executive calendars, scheduling meetings and appointments Coordinate travel arrangements including flights, hotels, and itineraries Prepare correspondence, reports, and presentations Handle confidential information with discretion and professionalism Organize and coordinate meetings, conferences, and corporate events Assist with special projects and strategic initiatives Serve as liaison between executives and internal/external stakeholders Handle expense reports and administrative tasks Facility Management Responsibilities
Coordinate maintenance schedules and manage vendor relationships for electrical, network, security, or other facility operations Ensure compliance with health, safety, and building regulations Manage facility budgets and track operational expenses Handle space planning, office layouts, and workplace optimization Maintain facility records, inspection logs, and compliance documentation Respond to facility emergencies and coordinate urgent repairs Plan office moves, renovations, and facility improvement projects Required Qualifications
Bachelor’s degree in business administration, facility management, or related field 5+ years combined experience in facility management and executive support roles Strong knowledge of building systems and maintenance operations Proven experience supporting C-level executives Excellent organizational and multitasking abilities Superior written and verbal communication skills Proficiency in Microsoft Office Suite and facility management software Ability to handle confidential information with integrity Strong problem-solving skills and attention to detail Preferred Qualifications
Professional certifications in facility management or administrative support Experience with project management and event planning Knowledge of building codes and safety regulations Previous experience in corporate environments Bilingual capabilities Key Competencies
Exceptional time management and prioritization skills Ability to work independently with minimal supervision Strong interpersonal skills and professional demeanor Flexibility to handle both strategic and operational tasks Crisis management and emergency response capabilities Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of protected characteristics. We will consider qualified applicants with criminal histories in a manner consistent with applicable law.
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