Sr. Office Administrator

Position Summary

The Office Administrator is a highly visible and high-impact role responsible for supporting senior leaders while ensuring operational excellence. Based primarily in Milpitas, this role blends executive-level administrative partnership, office and facilities management, hands-on operational support, and cross-functional coordination.

Key Responsibilities

• Executive & Administrative Support
• Provide high-level administrative support to multiple leaders, including managing complex and competing calendars with accuracy and sound judgment
• Safeguard executive time by prioritizing requests and anticipating needs in dynamic or ambiguous situations
• Be involved in the planning of company events
• Prepare and refine presentations, reports, correspondence, and internal communications
• Serve as a trusted liaison for internal and external stakeholders, maintaining strict confidentiality
• Proactively identify issues and deliver thoughtful, solutions-oriented support
• Possess the ability to partner with and provide coverage for other executives and administrative team members as needed
• Office Management & Operations
• Oversee daily operations for the Milpitas office and support operational coordination for the Oakland location
• Provide guidance and oversight to Office Coordinators in Milpitas and Oakland to ensure alignment with company standards and expectations
• Manage office budgets, expense tracking, and procurement activities
• Source and manage office supplies, equipment, furnishings, and vendor services with a focus on cost efficiency and quality
• Develop, maintain, and promote office management SOPs to ensure consistency across locations
• Lead space planning efforts, workstation setups, office moves, and office environment enhancements
• Identify and implement process improvements to enhance efficiency and user experience
• Facilities & Vendor Coordination
• Act as the primary point of contact for building management, facilities services, and maintenance providers
• Coordinate repairs, safety inspections, preventative maintenance, and tenant improvements
• Manage vendor relationships, contracts, and service-level expectations
• Ensure all locations meet safety, accessibility, and operational readiness standards
• Employee Experience & Engagement
• Partner with People and Communications teams to support office events, celebrations, and culture-building initiatives
• Contribute to programs that strengthen employee experience, community presence, and local engagement
• Meetings, Events & Travel Coordination
• Plan and manage logistics for meetings, events, department gatherings, and company-wide activities
• Carefully coordinate domestic travel for executives and team members with attention to detail and experience
• Prepare meeting materials and support follow-up actions to maintain accountability and momentum
• Financial & Document Management
• Prepare and reconcile executive and office expense reports accurately and on time
• Maintain organized and accessible filing, documentation, and tracking systems
• Support research, project coordination, meeting preparation, and action-item tracking

Qualifications

• 3–5 years of experience providing administrative support, including direct support to senior leaders
• Must have event management experience
• Experience managing office operations, facilities coordination, or multi-site administrative functions
• Demonstrated ability to coordinate workflows or provide functional leadership
• Strong organizational and prioritization skills with comfort navigating shifting priorities
• Exceptional written and verbal communication skills
• High level of professionalism, discretion, emotional intelligence, and interpersonal effectiveness
• Advanced proficiency with Microsoft Office and modern collaboration tools
• Experience in construction, professional services, or operationally complex environments preferred
• Bachelor’s degree preferred; equivalent professional experience considered