Administrative Assistant

Administrative Assistant

An international e-commerce company in Mountain View, CA is seeking an energetic, motivated, and reliable Administrative Assistant to join its hands-on office administration team. This is a opportunity for someone with 13 years of general clerical or office support experience who enjoys working in a fast-paced office environment and is comfortable supporting a wide range of day-to-day workplace and administrative activities. The ideal candidate is organized, proactive, quick to learn, and willing to roll up their sleeves to help keep the office running smoothly.

Key Responsibilities

• Reception & Office Support
• Oversee the reception desk and lobby.
• Welcome and direct employees, visitors, and guests.
• Support visitor management, including NDA processes.
• Answer incoming telephone calls and direct calls or take messages.
• Handle shipping and receiving, mail distribution, and related office activities.
• Assist with escorting vendors and coordinating daily office services.
• Workplace & Facilities Coordination
• Coordinate daily catering, office events, and workplace activities.
• Interface with vendors and building engineers to maintain office appearance and functionality.
• Assist with meeting coordination, scheduling, invitations, and follow-up for vendor meetings.
• Monitor office equipment and amenities, including printers, coffee, water and ice machines, refrigerators, and beverage coolers.
• Assist with space management, including seating assignments, moves, and furniture reconfiguration.
• Support preventive maintenance inspections and other facilities-related activities.
• Send maintenance schedules and other office communications.
• Administrative & Document Support
• Maintain electronic and physical filing systems.
• Perform filing, scanning, and general clerical tasks.
• Prepare office communications, including monthly newsletters and event announcements.
• Respond to administrative inquiries and questions.
• Support various ad hoc administrative and office operations tasks.
• Onboarding & Offboarding Support
• Coordinate with the onboarding team regarding upcoming new hires.
• Prepare desks and workspaces for new employees.
• Assist with removing personal belongings and preparing workspaces following employee departures.
• Coordinate and prepare for New Hire Monday Breakfasts.
• Office Inventory Management
• Monitor inventory levels for kitchen, stationery, janitorial, first-aid, and restroom supplies.
• Order snacks, beverages, kitchen supplies, restroom essentials, and office stationery as needed.
• Restock and organize office supplies.
• Support product stocking and food-handling activities.

Required Qualifications

13 years of general clerical, administrative, or office support experience. High School diploma or equivalent. Fluent in English with strong verbal and written communication skills. Quick learner with the ability to adapt to new processes and responsibilities. Experience with product stocking and food handling. Strong organizational and multitasking skills. Reliable, proactive, and comfortable working in a hands-on office environment. Ability to work onsite in Mountain View, CA.

Preferred Qualifications

Experience with Microsoft 365 applications, including Outlook, Word, and Excel. Previous corporate office, workplace, facilities, or office coordination experience. Experience with reception/front-desk operations. Experience coordinating vendors, catering, office events, or building services. Experience supporting employee onboarding and offboarding. Experience with office inventory and supply management.

What We're Looking For

We are looking for someone who is hands-on, dependable, organized, and service-oriented. The successful candidate will be comfortable handling both administrative tasks and practical day-to-day office responsibilities.

EEO: Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.