Sr. Office Administrator/Event Planner

Ultimate Staffing is seeking a Sr. Office Administrator/Event Planner to join a client in Milpitas. This is a temp to hire position. The role is 100% onsite with travel to their Oakland facility as needed. This position will eventually transition to the Pleasanton/Dublin area in 2027.

Position Summary

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

In addition to advanced administrative support, the Office Administrator plays a key role in shaping and strengthening administrative operations across locations. As the administrative function evolves, this position offers the opportunity to take on broader leadership and operational influence.

We are seeking a poised, resourceful, and relationship-driven professional who thrives in a fast-paced environment and represents the company with discretion, professionalism, and strong stewardship. This role includes regular front-desk coverage in the Milpitas office and active participation in daily office operations.

Key Responsibilities

Executive & Administrative Support

• Provide high-level administrative support to multiple leaders, including managing complex and competing calendars with accuracy and sound judgment
• Play a key role in planning events.
• Safeguard executive time by prioritizing requests and anticipating needs in dynamic or ambiguous situations
• 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
• 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
• 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
• Monitor office and operational budgets, identifying opportunities for cost-effective improvements
• 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
• 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

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.