Administrative Assistant

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.

• - 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.

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

• - 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.
• - A background check that includes driving record will be run upon hire

• - 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…