Administrative Assistant

Job Summary

We are seeking a detail-oriented Administrative Assistant with logistics coordination experience for a contract/temporary opportunity in San Jose, CA. This role supports a mission-driven nonprofit charitable organization with administrative, clerical, event, communications, and office operations needs.

The Administrative Assistant will work closely with directors, staff, members, vendors, temporary workers, and volunteers to help keep meetings, events, records, supplies, and day-to-day office functions running smoothly. This is a great fit for someone who enjoys variety, takes initiative, communicates professionally, and thrives in a collaborative, service-focused environment with supportive leadership and strong teamwork.

Key Responsibilities

- Coordinate logistics for member meetings and events, including food and supply purchases, materials preparation, setup, breakdown, sign-in support, and on-site event assistance.
- Maintain inventory and support the use of event-related equipment, office supplies, mailing systems, AV tools, sign-in systems, and standard office equipment.
- Prepare, edit, format, and maintain correspondence, reports, bulletins, records, spreadsheets, databases, mail merges, and general office files.
- Support office communications, website or SharePoint document posting, scholarship program applications, meeting notices, reports, and staff follow-up tasks.
- Provide front desk backup as needed, including answering phones, greeting visitors, taking messages, responding to questions, and routing information appropriately.
- Coordinate with vendors, staff, volunteers, and temporary workers while prioritizing assignments, meeting deadlines, and adapting to changing organizational needs.

Compensation and Benefits

- Pay: $24 to $28.00 per hour.
- Job type: Contract/Temporary.
- Location: San Jose, CA.

Required Qualifications and Skills

- Coordinate meeting, event, and office logistics for members, staff, vendors, and visitors.
- Prepare advanced administrative documents, correspondence, reports, records, spreadsheets, and mailings.
- Maintain databases, files, supplies, equipment inventory, and office support systems.
- Provide clerical, communications, front desk, and operational support in a deadline-driven environment.

- At least 2 years of increasingly responsible secretarial, administrative, or clerical experience.
- 3 to 5 years of relevant administrative support experience preferred based on role level.
- Strong knowledge of office practices, filing systems, reference sources, office equipment, and professional business writing standards.
- Proficiency with word processing, spreadsheets, databases, presentation software, email, calendars, scanning, copy and print equipment, and search tools.
- Ability to create and maintain spreadsheets with calculations, databases, mail merges, reports, labels, lists, and tracking documents.
- Strong editing, proofreading, grammar, punctuation, spelling, formatting, and document production skills.
- Ability to follow oral and written instructions, work independently with minimal direction, anticipate staff needs, and use sound judgment.
- Professional communication skills with the ability to interact tactfully with members, staff, vendors, visitors, volunteers, and temporary workers.
- Ability to prioritize multiple tasks, perform efficiently under deadline pressure, and adapt to changing needs.
- Valid driver's license, good driving record, and proof of adequate insurance upon request.
- Ability to occasionally work irregular hours, including evenings and weekends, to support meetings and office schedules.

Preferred Qualifications

- Experience supporting nonprofit, charitable, union, membership-based, community-focused, or mission-driven organizations.
- Experience coordinating meetings, events, logistics, mailings, supplies, inventory, vendors, or office operations.
- Familiarity with SharePoint, membership databases, website content posting, expense tracking tools, AV equipment, Zoom, or similar platforms.
- Experience creating leaflets, newsletters, presentations, reports, and formatted communications materials.
- A background check that includes driving record will be run upon hire

Equal Opportunity Employer / Disabled / Protected Veterans

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For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

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We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.