Administrative Support Professional

Job Title: Administrative Support Professional

Location: Santa Clara, CA

Contract Length: 12-month contract - Onsite - Part-time: 20 hours per week, depending on business needs

Schedule: Between - 8:00 AM – 12:00 PM

Qualifications:

• Data Visualization: Proficiency in Excel (Pivot Tables, VLOOKUPs, charting) or visualization tools (e.g., Tableau, PowerBI) to create performance dashboards.
• Business Writing: Professional-grade drafting and editing skills for newsletters and executive summaries.
• Project Tracking: Experience using tools like Smartsheet, Jira, or Trello to monitor global action items.
• O365 Mastery: Advanced ability to manage complex calendars and document version control in SharePoint/Teams.
• Analytical Curiosity: Ability to look at a spreadsheet and ask, "Why is this number trending down?" even without deep technical knowledge.
• Diplomatic Persistency: Ability to push for updates from global stakeholders while maintaining professional rapport.
• Extreme Accountability: A "finisher" mindset—ensuring that every meeting minute is sent and every action item is closed.
• Education: Bachelor’s Degree (BA/BS) required.
• Minimum Experience: 5+ years of experience in an administrative, operations, or project support role.
• Strong communication skills
• Comfortable conducting and participating in meetings
• Strong attention to detail
• Able to work effectively in a team environment
• Strong scheduling/coordination skills
• Tech-savvy and up to date with technology
• Data analysis experience/background preferred

Responsibilities: Stakeholder Coordination: Proactively follow up on action items with global team members and cross-departmental stakeholders to ensure project milestones are met and dependencies are cleared.

• Governance & Meeting: Manage the team meetings, including complex scheduling across time zones, document preparation, and the synthesis of high-quality, actionable meeting minutes.
• GCS Content & Marketing: Support the collection, drafting, and editing of GCS marketing materials and internal communications (e.g., newsletters) to maintain high visibility of team achievements.
• Data Analysis & Performance Visibility:
• Consolidate departmental data to identify operational trends and patterns.
• Maintain and update dashboards that track team performance and KPIs.
• Prepare data visualizations and summary papers that enable technical teams and management to perform deeper root-cause analysis and informed decision-making.
• Team Facilitation: Organize and facilitate small events and specialized meetings to optimize information flow, bridge communication gaps, and maintain team morale.