HR Administrative / Office Assistant

Job Description

Ultimate Staffing is currently seeking an HR Administrative / Office Assistant to join a client in San Jose, CA.

Position Summary

We are seeking a highly organized and proactive Temporary Hybrid HR Administrative / Office Assistant to support our U.S. HR team and Sr. HR Executive Assistant. This role is ideal for someone who thrives in a fast-paced environment, exercises sound judgment, and handles confidential information with discretion. You'll play a key role in supporting meetings, events, and day-to-day operations for a dynamic group of HR professionals. Schedule : 30-32 hours / week, up to 40 hours during peak periods. Work Arrangement : Hybrid - On-site Tuesday, Wednesday, Thursday.

Payrate $27.00-$30.00 hr.

Key Responsibilities

Administrative & Operational Support

Provide general office support to the U.S. HR team.

Serve as backup to the Sr. HR Executive Assistant.

Assist with planning and executing team events.

Calendar & Information Management

Help maintain calendars, schedule meetings, and resolve basic calendar conflicts.

Coordinate email responses and ensure timely follow-up.

Meetings & Events

Support logistics for local meetings and team gatherings (e.g., room bookings, catering).

Participate in site event planning (e.g.,support as event committee member).

Travel Planning & Expenses

Assist with travel arrangements and manage expense report submissions with proper documentation.

Procurement & Supplies

Order and restock office supplies, ensuring alignment with budget guidelines.

Collaboration & Communication

Maintain distribution lists and support collaboration tools (e.g., Webex, Team iShares).

Organize shared drives and support team-wide communication efforts.

Qualifications

Required :

2-4 years of administrative support experience, preferably in a corporate setting.

Strong time management and organizational skills.

Proficiency in Microsoft Office (Word, Excel, Outlook).

Ability to handle confidential information with discretion.

Excellent interpersonal and communication skills.

Preferred :

Familiarity with expense tracking software (e.g., Concur).

Experience supporting office operations or event planning.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.