Job Description

Administrative Generalist

Key Responsibilities

• Scheduling & Coordination: Manage calendars, schedule meetings, prepare agendas, take minutes, and track action items.
• Travel & Expenses: Arrange travel/lodging, process reimbursements, reconcile credit cards and expense reports.
• Office & Vendor Management: Maintain supplies/equipment, handle facility requests, coordinate vendors (cleaning, IT, courier), manage mail and shipping.
• HR Ops Support: Assist with onboarding/offboarding (checklists, equipment, IDs/badges), maintain employee files, update HRIS data, help with company events.
• Finance Support: Process invoices and purchase orders, basic reconciliations, assist with budget tracking.
• Documentation & Communication: Draft/proof internal communications, presentations, SOPs, and maintain shared drives/wikis.
• Data & Reporting: Keep trackers up to date (projects, assets, compliance), generate simple reports/dashboards.
• Compliance & Security: Follow confidentiality, data-protection, and safety procedures; maintain visitor logs and access lists.
• Project Support: Coordinate small initiatives (surveys, office moves, policy rollouts) end-to-end.

Qualifications

• 2+ years in administrative/operations roles (startup/SMB experience a plus).
• Excellent organization, attention to detail, and follow-through; ability to juggle multiple priorities.
• Strong verbal and written communication in English ; comfortable interacting with executives and vendors.
• Proficiency with Google Workspace or Microsoft 365 (Docs/Sheets/Slides; Outlook/Excel/PowerPoint), calendar tools, and expense platforms (e.g., Concur/Expensify).
• Comfort with collaboration tools ( Slack/Teams , Zoom/Meet) and cloud storage.
• Discretion with sensitive information and a customer-service mindset.

Nice to Have

• HRIS exposure (Rippling, BambooHR, Workday), ticketing/project tools (Jira/Asana/Notion), basic Excel/Sheets skills (lookups, pivot tables), and event coordination.
• Spanish

Competencies

• Organization & Time Management • Service Orientation • Communication • Problem Solving • Ownership • Adaptability • Teamwork

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