Job Title: Administrative Support II Job Description As the Administrative Support II, you will be the first point of contact at our office, ensuring that all visitors sign NDAs and that the facilities are well-maintained. Your responsibilities will include managing office supplies, coordinating with vendors and janitorial staff, and ensuring that the office environment is welcoming and secure. You will handle general administrative tasks such as processing invoices, managing budgets, and organizing events. Your role is crucial in creating a positive experience for both employees and vendors. Responsibilities + Serve as the first point of contact for visitors, ensuring NDAs are signed. + Maintain the cleanliness and organization of the office, including making coffee and ensuring dishes are not left in the sink. + Order snacks and lunches, and work with vendors to ensure all office needs are met. + Coordinate with janitorial staff to maintain cleanliness on a regular schedule. + Ensure that all employees have the necessary monitors and lab equipment. + Handle general administrative tasks such as processing invoices, managing office supplies, and managing budgets. + Assist with project management and office management tasks. + Manage shipping and receiving of mail. + Help organize and execute events and happy hours. + Ensure a positive experience for both employees and vendors. Essential Skills + Experience in budget management, including staying on top of spending, getting quotes, and raising purchase orders. + Strong organizational skills and time management, ensuring tasks are completed efficiently and strategically. + Excellent customer service skills and a people-oriented mindset. + Proficiency in G-Suite, including spreadsheets, document sharing, and calendar management. + Strong communication skills, with the ability to interact comfortably with people and provide finessed responses. Additional Skills & Qualifications + 1-3+ years of experience in an office environment. + Experience with financial systems such as Expensify is a plus. + Hardworking, timely, and nice demeanor. Work Environment This is a fully on-site position with working hours from 9 AM to 5 PM PT, although actual hours may vary based on internal needs and delivery schedules. The office is located in Los Gatos, which offers onsite and EV parking. You will be supporting internal operations, interacting with office managers, front desk receptionists, and monitoring the Zen Desk ticketing system. Your role will include receiving supplies, setting up the office, performing administrative duties, handling shipping and receiving, and scheduling via G-Suite and Outlook. About Aston Carter: Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service. Diversity, Equity & Inclusion At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through: + Hiring diverse talent + Maintaining an inclusive environment through persistent self-reflection + Building a culture of care, engagement, and recognition with clear outcomes + Ensuring growth opportunities for our people The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.