ProExhibits is hiring: Administrative Assistant in Fremont

We are seeking a highly organized and professional Front Office Administrative Assistant to serve as the first point of contact for our organization. This role combines front desk reception duties with administrative support and light facility coordination to ensure smooth day-to-day office operations.

The ideal candidate is proactive, personable, detail-oriented, and capable of managing multiple responsibilities in a dynamic office environment.

Key Responsibilities

Reception & Front Desk

• Greet and assist visitors, clients, and vendors with a warm and professional demeanor.
• Answer and route incoming calls, emails, and general inquiries to the appropriate departments.
• Maintain a clean, organized, and welcoming front desk and reception area.

Administrative Support

• Schedule meetings, manage calendars, and coordinate conference room bookings.
• Prepare and format correspondence, reports, presentations, and other documents.
• Handle incoming and outgoing mail, courier shipments, and deliveries.
• Maintain organized filing systems—both physical and digital.
• Manage inventory and ordering of office supplies and administrative materials.

Facility Coordination

• Liaise with building management, cleaning crews, and maintenance vendors for general facility upkeep.
• Report and track facility-related issues, ensuring timely resolution.
• Monitor the cleanliness and functionality of shared areas, including kitchen, restrooms, and meeting rooms.
• Assist in planning and executing office moves, workstation setups, and small space reorganizations.
• Support compliance with workplace safety procedures and coordinate emergency preparedness activities.

Office Operations

• Assist in coordinating company events, team meetings, and internal communications.
• Support onboarding for new employees by preparing workstations, access badges, and welcome kits.
• Serve as a general point of contact for internal staff and external service providers.

Qualifications

• 3+ years of experience in an administrative, front desk, or office support role.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and/or Google Workspace.
• Excellent verbal and written communication skills.
• Strong organizational and time management skills.
• Ability to handle confidential information with discretion.
• Friendly, professional, and service-oriented attitude.

Preferred Skills

• Experience with phone systems or multi-line switchboards.
• Familiarity with scheduling tools or customer management systems (CMS/CRM).
• Ability to handle sensitive information with discretion.

Working Conditions

• This position requires on-site presence during standard business hours.
• Occasional lifting of light office supplies or furniture (up to 20 lbs).
• May require flexibility during company events or office moves.
• 401k