Overview
Office Manager / Executive Admin Assistant Jobs in Mountain View, CA at ektello
Title: Office Manager / Executive Admin Assistant
Company: ektello
Location: Mountain View, CA
Title: Office Manager / Executive Admin Assistant
Client: Global leader in Technology/ Electronics
Duration: 6 months with HIGH chance for extension or become permanent
Work Location: Mountain View, CA 94043 (Fully onsite)
Pay rate: $32-36.50/hr W2 + Benefits/PTO
Top Skills
Office Operations & Organization
- Managing daily office operations, systems, and procedures
- Overseeing facilities, supplies, vendor relationships, and budgets
- Maintaining operational efficiency and compliance protocols
2.Executive/Director Support
- Providing high-level administrative support to leadership
- Managing calendars, travel, expense reports, and confidential information
- Coordinating cross-departmental communications on behalf of executives
3. Event Coordination & Project Management
- Planning and executing townhalls and company-wide gatherings
- Managing logistics (venue, AV, catering, attendance)
- Coordinating presenters, agendas, and follow-up communications
Position Summary:
We are seeking a highly organized and proactive Office Manager / Ex to oversee day-to-day office operations and provide essential support to our leadership team. The ideal candidate will be a skilled multitasker who excels at creating efficient systems, fostering a positive workplace environment, and ensuring seamless coordination of company-wide initiatives.
Key Responsibilities
Office Operations Management
- Manage daily office operations including facilities, supplies, equipment, and vendor relationships
- Maintain organized office systems and procedures to ensure operational efficiency
- Oversee office budget and expense tracking
- Coordinate with building management and service providers
- Ensure office compliance with health, safety, and security protocols
- Handle incoming communications, mail, and package distribution
- Assist in new hire onboarding in regards to asset management, system/badge accesses, and work space allocation
- Coordinate internal and external guest visits
Director Support
- Provide high-level administrative support to directors and executive team
- Manage executive calendars, schedule meetings, and coordinate travel arrangements/expense reports
- Prepare meeting materials, presentations, and reports as needed
- Handle confidential information with discretion and professionalism
- Coordinate cross-departmental communications on behalf of leadership
Townhall & Event Coordination
- Plan, organize, and execute quarterly/monthly townhall meetings and company-wide gatherings
- Manage logistics including venue setup, AV equipment, catering, and attendance tracking
- Prepare agendas and coordinate with presenters to ensure smooth event flow
- Gather and compile questions from employees for Q&A sessions
- Distribute follow-up communications and action items post-event
Required Qualifications:
- Bachelor’s or Associate’s degree
- 2-5 years of experience in office management or administrative role
- Proven track record of managing office operations and supporting executives
- Strong organizational and project management skills
- Excellent written and verbal communication abilities
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Suite
- Ability to prioritize multiple tasks and adapt to changing priorities
- Professional demeanor with strong interpersonal skills
Preferred Qualifications
- Experience coordinating large-scale company events or meetings
- Familiarity with office management software and collaboration tools
- Budget management experience
- Problem-solving mindset with ability to work independently
