Administrative Assistant

Administrative Assistant
Oakland, CA (hybrid)
12+ months Contract
Potential to Convert to Perm

Summary
Client is seeking an experienced Administrative Assistant to support Directors and cross-functional business teams in a fast-paced corporate environment. This role is responsible for calendar management, travel coordination, reporting, records management, meeting logistics, expense tracking, and executive-level administrative support. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities while maintaining professionalism and confidentiality.

Responsibilities

• Manage complex calendars, schedule meetings, coordinate conference rooms, and support meeting logistics.
• Prepare, proofread, edit, and format correspondence, presentations, reports, spreadsheets, and meeting materials.
• Coordinate domestic and group travel arrangements, itineraries, conferences, catering, and event logistics.
• Track action items, follow up on open issues, and communicate status updates to stakeholders.
• Support records management, filing systems, document storage, and administrative reporting processes.
• Process invoices, purchase orders, expense reports, commercial card reconciliations, and related financial documentation.
• Assist with onboarding activities, organization updates, training tracking, and other HR-related administrative tasks.
• Monitor department expenses and ensure compliance with company policies and procedures.
• Order office supplies, coordinate equipment maintenance, and support space planning activities.
• Create and maintain reports, dashboards, and metrics tracking tools.
• Provide backup administrative support to other Executive and Administrative Assistants as needed.
• Support Directors and business leaders by proactively anticipating administrative needs and resolving scheduling conflicts.

Requirements

• High School Diploma or GED required.
• Minimum 4 years of administrative support experience in a corporate or professional environment.
• Strong experience managing calendars, meetings, travel arrangements, and executive support activities.
• Proficiency with Microsoft Office Suite including Outlook, Excel, PowerPoint, and Word.
• Excellent written and verbal communication skills with strong attention to detail.
• Ability to manage multiple priorities and work independently in a fast-paced environment.
• Experience preparing reports, presentations, expense reports, and business correspondence.
• Strong organizational, problem-solving, and follow-up skills.
• Professional demeanor with the ability to handle confidential information appropriately.
• Experience supporting Directors, senior leaders, or cross-functional teams preferred.
• Ability to work in a hybrid environment based in Oakland, CA.

Metasys Technologies is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identify, national origin, veteran or disability status