Administrative Assistant - Intelliswift Software Inc
San Francisco, CA
About the Job
Title - Administrative Assistant
Location - San Francisco, CA Hybrid
Duration - 7 Months
Pay rate - $43 per hour on W2
We are seeking a hands-on coordinator to support the Adobe Creative Cloud Community team. A successful candidate is a highly motivated self-starter who excels at multitasking, prioritizing efficiently, and remaining flexible under pressure. Proficient in managing competing demands, taking initiative, solving problems independently, and providing recommendations while maintaining a keen eye for detail are essential attributes for success in this role.
What you'll do:
Onboard Talent: facilitate the onboarding process for our visitors. Coordinate with relevant departments to ensure new talent receives necessary resources, access, and introductions to key team members.
Manage Agreements and Documentation: assist in the preparation and distribution of agreements, contracts, and other relevant documents to talent. Ensure all paperwork is completed accurately and on time.
Arranging Travel: coordinate travel arrangements for visitors - including flights, accommodations, and transportation. Research and book cost-effective travel options while considering preferences and scheduling constraints. Communicate travel details and itineraries clearly to ensure smooth transitions and minimize disruptions. Stay informed about travel advisories and health and safety protocols to provide informed guidance and assistance.
Maintain and organize team database and documents to track daily events: input and update data accurately and consistently.
Maintain team YouTube account: daily event creation, tagging, and management.
LCM email tagging: weekly tagging of Adobe Live segments tagged for the lifecycle marketing email team, so our monthly email promotes relevant segments (weekly selection since this email moves according to business priorities)
Calendar management (Outlook) and extensive scheduling with both internal and external partners
Budget/invoice approvals
Attend key meetings, take notes, and facilitate follow-up as necessary
Coordinate special projects including team offsite, team building activities, team space planning, and potentially other types of projects (arrange meeting spaces, equipment, catering, and other logistical requirements as needed).
Responsible for regular team analytics and reporting
Eagerness to learn new systems and take on stretch-projects
Ability to travel occasionally to provide on-site support at events/conferences
Continually improve the administrative process for greater efficiency
What you'll need to succeed
2+ years experience in coordination, administrative, or operations capacity
Experience interacting with customers and staff at all levels in a fast-paced, high-pressure environment, with a high level of professionalism and confidentiality
Knowledge of computer technology, including MS Office applications including Teams, SharePoint, and Excel; proficiency with Adobe products is a plus
Demonstrated ability to quickly turn around projects with quality and accuracy
Very organized with the ability to juggle multiple and complex demands in a fast-paced environment
Work effectively with minimal direction, take initiative, and follow through
Ability to assess and prioritize conflicting demands
Ability to handle confidential information with integrity and exercise discretion
Bachelor's Degree or equivalent work experience
SF Bay Area required
Location - San Francisco, CA Hybrid
Duration - 7 Months
Pay rate - $43 per hour on W2
We are seeking a hands-on coordinator to support the Adobe Creative Cloud Community team. A successful candidate is a highly motivated self-starter who excels at multitasking, prioritizing efficiently, and remaining flexible under pressure. Proficient in managing competing demands, taking initiative, solving problems independently, and providing recommendations while maintaining a keen eye for detail are essential attributes for success in this role.
What you'll do:
Onboard Talent: facilitate the onboarding process for our visitors. Coordinate with relevant departments to ensure new talent receives necessary resources, access, and introductions to key team members.
Manage Agreements and Documentation: assist in the preparation and distribution of agreements, contracts, and other relevant documents to talent. Ensure all paperwork is completed accurately and on time.
Arranging Travel: coordinate travel arrangements for visitors - including flights, accommodations, and transportation. Research and book cost-effective travel options while considering preferences and scheduling constraints. Communicate travel details and itineraries clearly to ensure smooth transitions and minimize disruptions. Stay informed about travel advisories and health and safety protocols to provide informed guidance and assistance.
Maintain and organize team database and documents to track daily events: input and update data accurately and consistently.
Maintain team YouTube account: daily event creation, tagging, and management.
LCM email tagging: weekly tagging of Adobe Live segments tagged for the lifecycle marketing email team, so our monthly email promotes relevant segments (weekly selection since this email moves according to business priorities)
Calendar management (Outlook) and extensive scheduling with both internal and external partners
Budget/invoice approvals
Attend key meetings, take notes, and facilitate follow-up as necessary
Coordinate special projects including team offsite, team building activities, team space planning, and potentially other types of projects (arrange meeting spaces, equipment, catering, and other logistical requirements as needed).
Responsible for regular team analytics and reporting
Eagerness to learn new systems and take on stretch-projects
Ability to travel occasionally to provide on-site support at events/conferences
Continually improve the administrative process for greater efficiency
What you'll need to succeed
2+ years experience in coordination, administrative, or operations capacity
Experience interacting with customers and staff at all levels in a fast-paced, high-pressure environment, with a high level of professionalism and confidentiality
Knowledge of computer technology, including MS Office applications including Teams, SharePoint, and Excel; proficiency with Adobe products is a plus
Demonstrated ability to quickly turn around projects with quality and accuracy
Very organized with the ability to juggle multiple and complex demands in a fast-paced environment
Work effectively with minimal direction, take initiative, and follow through
Ability to assess and prioritize conflicting demands
Ability to handle confidential information with integrity and exercise discretion
Bachelor's Degree or equivalent work experience
SF Bay Area required
Source : Intelliswift Software Inc