Executive Admin Assistant 3 (# 8128)

Summary:

·         We’re in search of Executive Admin Assistant 3  (Office Manager / Project Coordinator) to oversee day-to-day office operations and provide essential support to our leadership team. Manage daily office operations including facilities, supplies, equipment, and vendor relationships. Manage executive calendars, schedule meetings, and coordinate travel arrangements/expense reports

Here are some of the specific details:

Job Title: Executive Admin Assistant 3 (Office Manager / Project Coordinator)

Location: Mountain View CA 94043 (Onsite)

Duration: 6+ Month contract with possibility of extension

Status: (Onsite)

Summary 

·         Ads P&E is a uniquely structured team spread across multiple offices in North America, Europe (London & Warsaw), India, and South Korea. The team is truly global in nature, not just in terms of the locations they're in, but also in terms of their support of the needs of all regions around the world, beyond NASB. Their product & tech surface area is also vast, spanning across ad platforms (e.g. DSP, SSP, DMP, etc.), ad solutions (e.g. Optimal Reach, Mobile Performance, etc.), ad experiences (e.g. TV Native, CTV, Mobile, etc.), and foundational tech (e.g. ad-serving, reporting, ML, etc.)

Position Summary

·         We are seeking a highly organized and proactive Office Manager to oversee day-to-day office operations and provide essential support to our leadership team. The ideal candidate will be a skilled multitasker who excels at creating efficient systems, fostering a positive workplace environment, and ensuring seamless coordination of company-wide initiatives.

Key Responsibilities

Office Operations Management

·         Manage daily office operations including facilities, supplies, equipment, and vendor relationships

·         Maintain organized office systems and procedures to ensure operational efficiency

·         Oversee office budget and expense tracking

·         Coordinate with building management and service providers

·         Ensure office compliance with health, safety, and security protocols

·         Handle incoming communications, mail, and package distribution

·         Assist in new hire onboarding in regards to asset management, system/badge accesses, and work space allocation

·         Coordinate internal and external guest visits

Director Support

·         Provide high-level administrative support to directors and executive team

·         Manage executive calendars, schedule meetings, and coordinate travel arrangements/expense reports

·         Prepare meeting materials, presentations, and reports as needed

·         Handle confidential information with discretion and professionalism

·         Coordinate cross-departmental communications on behalf of leadership

Townhall & Event Coordination

·         Plan, organize, and execute quarterly/monthly townhall meetings and company-wide gatherings

·         Manage logistics including venue setup, AV equipment, catering, and attendance tracking

·         Prepare agendas and coordinate with presenters to ensure smooth event flow

·         Gather and compile questions from employees for Q&A sessions

·         Distribute follow-up communications and action items post-event

Required Qualifications

·         Bachelor’s degree or equivalent combination of education and experience

·         2-5 years of experience in office management or administrative leadership role

·         Proven track record of managing office operations and supporting executives

·         Strong organizational and project management skills

·         Excellent written and verbal communication abilities

·         Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Suite

·         Ability to prioritize multiple tasks and adapt to changing priorities

·         Professional demeanor with strong interpersonal skills

Preferred Qualifications

·         Experience coordinating large-scale company events or meetings

·         Familiarity with office management software and collaboration tools

·         Budget management experience

·         Problem-solving mindset with ability to work independently

Personal Attributes

·         Detail-oriented with strong follow-through

·         Proactive and self-motivated

·         Diplomatic and able to work with diverse personalities

·         Flexible and adaptable to changing business needs

·         Team player with positive attitude

Education and Years of Experience:

·         Bachelor’s degree or equivalent combination of education and experience

·         2-5 years of experience in office management or administrative leadership role

Top Skills:
Office Operations & Organization

·         Managing daily office operations, systems, and procedures

·         Overseeing facilities, supplies, vendor relationships, and budgets

·         Maintaining operational efficiency and compliance protocols

Executive/Director Support

·         Providing high-level administrative support to leadership

·         Managing calendars, travel, expense reports, and confidential information

·         Coordinating cross-departmental communications on behalf of executives

Event Coordination & Project Management

·         Planning and executing townhalls and company-wide gatherings

·         Managing logistics (venue, AV, catering, attendance)

·         Coordinating presenters, agendas, and follow-up communications

A reasonable, good faith estimate of the minimum and maximum for this position is $35 to $37/hour

Benefits will also be available and details are available at the following link: https://britehr.app/HarveyNashContractorsNH2025 

I am looking forward to speaking with you today.

About us:

Harvey Nash is a national, full-service talent management firm specializing in technology positions. Our company was founded with a mission to serve as the talent partner of choice for the information technology industry.

Our company vision has led us to incredible growth and success in a relatively short period of time and continues to guide us today. We are committed to operating with the highest possible standards of honesty, integrity, and a passionate commitment to our clients, consultants, and employees.

We are part of Nash Squared Group, a global professional services organization with over forty offices worldwide.

For more information, please visit us at https://www.harveynashusa.com/

Thanks & Regards,

Sateesh Podishetty

Sr. Recruiter

sateesh.podishetty@harveynash.com