Looking for a new role as a ProExhibits in Fremont, CA? This Full-time position is perfect for professionals in the Advertising Services sector. Gain hands-on experience in the Administrative department, where you’ll be at the forefront of exciting projects and innovation.
Why This Job Is Great for You:
- Employee Rating: Rated /5 by employees — get a sense of the company culture!
- Job Level: This role is ideal for professionals at the Mid-Senior level Level Job.
- Posted: Posted 42 minutes ago, this role is still accepting applications. Act fast and apply today!
This opportunity offers valuable experience in the Administrative department and will help you advance your career in the dynamic world of Advertising Services.
Find More Jobs Like This in Fremont and Across CA on ApplyMates.
“ProExhibits” Company Job Details
- Company Name: ProExhibits
- Work Type: Full-time
- Rating: / 5
- Location: Fremont, CA
- Industry: Advertising Services
- Department: Administrative
- Experience Level: Mid-Senior level
- Job Creation Duration: 42 minutes ago
Job Details of Administrative Assistant
Job Title: Front Office Administrative Assistant
Location: Fremont CA
Reports To: Controller
Employment Type: Full Time
Position Summary
We are seeking a highly organized and professional Front Office Administrative Assistant to serve as the first point of contact for our organization. This role combines front desk reception duties with administrative support and light facility coordination to ensure smooth day-to-day office operations. The ideal candidate is proactive, personable, detail-oriented, and capable of managing multiple responsibilities in a dynamic office environment.
Key Responsibilities
Reception & Front Desk
- Greet and assist visitors, clients, and vendors with a warm and professional demeanor.
- Answer and route incoming calls, emails, and general inquiries to the appropriate departments.
- Maintain a clean, organized, and welcoming front desk and reception area.
Administrative Support
- Schedule meetings, manage calendars, and coordinate conference room bookings.
- Prepare and format correspondence, reports, presentations, and other documents.
- Handle incoming and outgoing mail, courier shipments, and deliveries.
- Maintain organized filing systems—both physical and digital.
- Manage inventory and ordering of office supplies and administrative materials.
Facility Coordination
- Liaise with building management, cleaning crews, and maintenance vendors for general facility upkeep.
- Report and track facility-related issues, ensuring timely resolution.
- Monitor the cleanliness and functionality of shared areas, including kitchen, restrooms, and meeting rooms.
- Assist in planning and executing office moves, workstation setups, and small space reorganizations.
- Support compliance with workplace safety procedures and coordinate emergency preparedness activities.
Office Operations
- Assist in coordinating company events, team meetings, and internal communications.
- Support onboarding for new employees by preparing workstations, access badges, and welcome kits.
- Serve as a general point of contact for internal staff and external service providers.
Qualifications
- Associate’s degree preferred.
- 3+ years of experience in an administrative, front desk, or office support role.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and/or Google Workspace.
- Excellent verbal and written communication skills.
- Strong organizational and time management skills.
- Ability to handle confidential information with discretion.
- Friendly, professional, and service-oriented attitude.
Preferred Skills:
- Experience with phone systems or multi-line switchboards.
- Familiarity with scheduling tools or customer management systems (CMS/CRM).
- Ability to handle sensitive information with discretion.
Working Conditions
- This position requires on-site presence during standard business hours.
- Occasional lifting of light office supplies or furniture (up to 20 lbs).
- May require flexibility during company events or office moves.
- On site gym
- 401k
- Health/Dental Benefits