Administrative Specialist III

Title: Admin Specialist

Location: Hybrid in Pleasanton, CA (on average should be onsite once or twice a month)

Pay: $35.00 - $40.00 / hourly rate (based on experience)

Contract: 4+ months on contract with the potential for contract extension or perm with client

Job Qualifications

• Preferred experience in Healthcare
• High School Diploma or GED (or equivalent)
• Minimum three (3) years of experience working in a corporate or business office environment.
• Experience with MS Office - Outlook, PowerPoint, Excel (Vlookup, Marcros, pivot table level)
• Experience with event and meeting coordination and heavy calendaring

Job Summary

The Administrative / Operations Coordinator supports departmental operations through information management, workflow coordination, and event logistics. This role assists with drafting presentations, correspondence, and reports; supports the resolution of routine and non-routine requests; coordinates meetings and small-scale events; and begins applying data maintenance and management practices in alignment with departmental documentation and retention policies. The position works with limited guidance and collaborates closely with department leaders and team members.

Essential Responsibilities

Collaboration, Learning, and Adaptability

• Builds effective peer relationships within and across teams to share information and resources.
• Actively listens to and incorporates feedback, and serves as an informal resource for less experienced team members.
• Seeks opportunities to develop new knowledge and skills based on individual strengths and development needs.
• Adapts to change, challenges, and feedback with minimal guidance and demonstrates flexibility in work approach.
• Assesses and responds to the needs of others to support timely completion of work tasks.

Task Execution and Problem Resolution

• Completes routine and non-routine assignments by following established instructions with limited supervision.
• Collaborates with colleagues to recommend solutions for routine and non-routine issues and escalates complex issues appropriately.
• Communicates progress, status, and key information to relevant stakeholders.
• Supports departmental priorities, deadlines, and service expectations.
• Identifies and communicates opportunities for process improvement within the team.

Information Management and Documentation

• Drafts presentations, handouts, reports, spreadsheets, graphics, status updates, and resource management reports using a working knowledge of business processes and practices.
• Writes detailed correspondence and confidential documents for staff and managers, exercising sound judgment and discretion.
• Labels, sorts, and maintains the integrity of department files and records.
• Utilizes standard software applications and databases to retrieve information and assist with report preparation.

Departmental Workflow Support

• Assists with resolving routine and non-routine requests and issues from department managers on an ad-hoc basis.
• Identifies problems and proposes potential resolutions with direction from senior colleagues.
• Operates standard office equipment and tools (e.g., email, fax, copier).
• Maintains inventory of office supplies, equipment, and workspace resources in alignment with budget guidelines and escalates inventory concerns as needed.
• Screens and directs incoming calls, emails, and visitors to appropriate staff.
• Inputs and edits routine and non-routine timecard data.
• Learns and supports new staff onboarding activities as required.

Event Coordination and Meeting Support

• Coordinates and calendars meetings for directors and their direct teams with limited guidance.
• Supports meeting facilitation by coordinating presentations, capturing parking lot items, ensuring equipment functionality, and ordering food when appropriate.
• Identifies, evaluates, and books meeting rooms aligned with meeting objectives and audience needs.
• Distributes agendas and records meeting minutes when required.

Event Execution and Logistics

• Arranges and supports small-scale events with minimal supervision.
• Coordinates standard travel arrangements for department leadership and staff.
• Assists with execution of small group meetings and conferences, including on-site coordination for routine issues.
• Secures standard audio-visual equipment, conference rooms, and catering services as needed.

Data Maintenance and Reporting

• Begins applying human resources and departmental data management practices in accordance with documentation retention policies.
• Inputs, compiles, organizes, validates, tracks, and maintains data integrity with guidance from senior colleagues.
• Performs basic data analysis and prepares straightforward graphs, spreadsheets, and reports.

Apex Systems is a world-class IT services company that serves thousands of clients across the globe. When you join Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRated's Best of Staffing in Talent Satisfaction in the United States and Great Place to Work in the United Kingdom and Mexico. Apex uses a virtual recruiter as part of the application process. Click here for more details.

Apex Benefits Overview: Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection. We offer an ESPP (employee stock purchase program) and a 401K program which allows you to contribute typically within 30 days of starting, with a company match after 12 months of tenure. Apex also offers a HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts. In terms of professional development, Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses/books/seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA.

Apex has a dedicated customer service team for our Consultants that can address questions around benefits and other resources, as well as a certified Career Coach. You can access a full list of our benefits, programs, support teams and resources within our 'Welcome Packet' as well, which an Apex team member can provide.

Pay Range:

$35 - $45 per hour