Job Title: Human Resources Administrative Assistant (Contract)

Location: Sunnyvale, CA (on location)

Salary Range:  46,026.00-69,040.00

Job Summary:

We are seeking a highly organized, detail-oriented, and proactive Administrative Assistant / Executive Assistant to provide comprehensive administrative support. This role will involve a strong emphasis on paperwork management and coordination within a project management framework, particularly as it relates to benefits and employment terms. The ideal candidate will possess exceptional communication skills, a keen eye for detail, and the ability to seamlessly align with managers and various stakeholders. A solid understanding of HR processes, especially regarding outplacement, and sharp MS Office skills are essential. This role will partner with global leadership to execute HR initiatives. This is a 6-month contract position. Candidates must live in the San Jose area and be on-site daily (M-F). 

Key Responsibilities:

• Paperwork & Project Coordination: Act as a central point for managing and coordinating all paperwork related to employment terms, benefits, and other administrative processes, often within a project management-like structure.
• Benefits & Terms Alignment: Ensure all terms and conditions related to employment are accurately processed, documented, and communicated.
• Manager Alignment & Communication: Proactively coordinate with managers once initial notifications (e.g., regarding new hires, changes, outplacement, etc.) have been distributed, ensuring smooth transitions and necessary follow-ups.
• HR Support & Insight: Provide administrative support to HR-related initiatives. A foundational understanding or insight into HR practices, particularly in outplacement processes, is highly valued.
• Document Management: Organize, maintain, and retrieve highly confidential documents and files with utmost discretion and accuracy.
• Calendar & Meeting Management: Manage complex calendars, schedule meetings, prepare agendas, and take minutes as needed.
• Communication: Draft, proofread, and edit professional correspondence, reports, and presentations.
• Data Entry & Reporting: Accurately input data and assist with generating reports as required.
• General Administrative Support: Perform a variety of administrative tasks to ensure the efficient operation of the office, including but not limited to travel arrangements, expense reports, and office supply management.
• Problem-Solving: Proactively identify and address administrative challenges, offering efficient solutions.

Qualifications:

• Proven experience as an Administrative Assistant, Executive Assistant, or in a similar administrative support role.
• Demonstrated experience in a role requiring significant paperwork management and coordination, ideally within a project management context.
• Strong understanding of, or experience coordinating with, benefits administration and employment terms.
• Some HR experience or demonstrable insight into HR processes, especially concerning outplacement, is a significant advantage.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is mandatory. 
• Exceptional organizational skills with meticulous attention to detail.
• Excellent written and verbal communication skills.
• Ability to handle sensitive information with the highest level of confidentiality and discretion.
• Strong interpersonal skills with the ability to build rapport with all levels of staff and external contacts.
• Proactive, self-motivated, and able to work independently with minimal supervision.
• Ability to prioritize tasks and manage multiple projects simultaneously in a fast-paced environment.