Office Administrator - Contract

Office Administrator - Contract

At d-Matrix, we are focused on unleashing the potential of generative AI to power the transformation of technology. We are at the forefront of software and hardware innovation, pushing the boundaries of what is possible. Our culture is one of respect and collaboration.

We value humility and believe in direct communication. Our team is inclusive, and our differing perspectives allow for better solutions. We are seeking individuals passionate about tackling challenges and are driven by execution. Ready to come find your playground? Together, we can help shape the endless possibilities of AI.

Location : Working onsite at our Santa Clara, CA headquarters 5 days per week.

Responsibilities :

Maintain complex calendars and scheduling requirements across multiple time zones for multiple executives

This position will report to the Sr Executive Assistant, provide various support activities in the CEO Office and will be the Sr. EA backup.

Ability to multi-task simultaneously including scheduling meetings, special projects and coordinate company events

Display professionalism in communication with internal and external partners

Arrange domestic and international travel, accommodations, and logistics

Assist with offsite meeting arrangement through coordination with hotels and vendors for lodging, catering, A / V, and transportation

Ensures that various administrative tasks are completed in an effective and efficient manner, including processing expense reports, purchase orders, maintain expense records, and organizing administrative files.

Coordinates logistics for lunch, dinner, and snacks for executive and customer meetings and events.

Ability to handle special projects and ad hoc requests as needed, e.g. work off hours assisting in preparation for board meetings

Skills and Experience :

Must have worked in a corporate work environment such as CEO or executive offices.

Manage expense reports and budget tracking

Must possess collaborative work style, very well organized; and effectively multi-tasks and prioritizes in a rapidly changing business environment.

Assist with travel document processing such as passport renewals, additional passport pages, and visas in other countries

Must have knowledge of MS Office Suite (Outlook Calendar, Excel, Word, PPT)

Must be detailed oriented, have the initiative to complete projects with limited guidance

Ability to stay focused, flexible, efficient, and effective in managing multiple priorities.

Strong interpersonal skills, work ethics and positive attitude.

Must have good communication skills, act with professional discretion and good judgement.

Qualifications :

3+ years as an office assistant, with experience working with Executive Assistants and coverage in Executive offices

Minimum College level / degree preferred or equivalent

Anticipate and resolve scheduling conflicts effectively and proactively.

Event organization experience

Good written and verbal communication skills and the ability to multi-task

Ability to be discrete and maintain confidential information

Understanding of how to prioritize and respond accordingly

Team player who operates in a fast-paced team-oriented setting

Physical Requirements :

Must be able to bend, lift up to 20 lbs. and walk for periods of time.

Equal Opportunity Employment Policy

d-Matrix is proud to be an equal opportunity workplace and affirmative action employer. We're committed to fostering an inclusive environment where everyone feels welcomed and empowered to do their best work. We hire the best talent for our teams, regardless of race, religion, color, age, disability, sex, gender identity, sexual orientation, ancestry, genetic information, marital status, national origin, political affiliation, or veteran status. Our focus is on hiring teammates with humble expertise, kindness, dedication and a willingness to embrace challenges and learn together every day.

d-Matrix does not accept resumes or candidate submissions from external agencies. We appreciate the interest and effort of recruitment firms, but we kindly request that individual interested in opportunities with d-Matrix apply directly through our official channels. This approach allows us to streamline our hiring processes and maintain a consistent and fair evaluation of all applicants. Thank you for your understanding and cooperation.