Office Coordinator and Administrative Assistant - Housing Trust Silicon Valley

Another Source's client, Housing Trust Silicon Valley, is recruiting an Office Coordinator and Administrative Assistant to join their team onsite in San Jose, California.

Reporting to the VP of Finance, the Office Coordinator and Administrative Assistant is a non-exempt, hourly position scheduled for 35 hours per week to start, Monday through Friday. Scheduled hours may grow toward 40 hours per week over time as project workload materializes.

Mission and History

Housing Trust is leading the effort to create a strong, affordable housing market in the greater Bay Area as one of the region's highest-volume nonprofit housing lenders. Serving people experiencing homelessness to renters to first-time homebuyers, we assist a wide range of residents with programs across the entire spectrum of housing issues. Since 2000, Housing Trust has invested $690 million - creating over 28,700 affordable housing opportunities serving over 53,800 of our neighbors.

Learn more about the impact being made at Housing Trust: https://housingtrustsv.org/category/success-stories/

About this role:

The Office Coordinator/Administrative Assistant plays a critical role in maintaining a welcoming, efficient, and well-organized office environment at Housing Trust Silicon Valley. This position provides high-level administrative and logistical support across the organization, with particular emphasis on office operations, executive administrative support, event and meeting logistics, and cross-departmental coordination.

The role serves as a key point of contact for daily office needs and is responsible for ensuring operational smoothness, cost-effective coordination of logistics, and consistent support for the Senior Team of five (excluding the CEO) and internal departments.

This is a broad-based administrative role for someone comfortable moving between executive scheduling, office operations, events, basic technology support, and project coordination throughout the day.

Your Contribution Will Likely Include:

Executive Scheduling and Administrative/Project Support (40%)

Provide calendar management and scheduling support across five executives, including travel, meeting coordination, conference room booking, and related logistics.

• Create purchase orders and expense reports for 2-3 of the executives.

• Provide scheduling and logistical support for the CCRO's Credit Training Program, including quarterly in-depth training sessions and more frequent team touch points; assist with survey/polling tool setup (e.g., Slido) for these sessions.

• Support Risk and Control Self-Assessment (RCSA) coordination for the Enterprise Risk Management Program: scheduling a rolling series of meetings across departments, tracking staff responses over time, and assisting with survey administration, in partnership with the Compliance and Risk Manager.

• Participate in monthly multifamily department business development team meetings and set up in-person follow-up meetings that arise from them.

• Support data entry and record maintenance in Salesforce, including inputting new developer relationships, maintaining developer contact information, and entering contacts for other executives.

• Prepare customer and board presentations and meeting materials.

• Assist with project support such as ordering appraisals and obtaining quotes from vendors.

• Support administrative projects including printing/mailing, obtaining signatures, and general document preparation.

Office Coordination and Administrative Operation (30%)

• Create a welcoming, professional atmosphere for visitors and staff; maintain a clean, organized, well-stocked office, including supplies, snacks/beverages, and kitchen upkeep.

• Process incoming mail and packages, including FedEx, and distribute accordingly.

• Coordinate with vendors and service providers for office maintenance and repairs; submit and track facilities/maintenance requests and manage parking passes.

• Keep conference rooms clean, organized, and meeting-ready.

• Purchase birthday/anniversary cakes, send cards, and coordinate brief team recognition moments for approximately 40 employees; maintain the team calendar of birthdays and anniversaries.

• Support Oakland office needs, including monthly supply orders, coordinating deliveries with the local team, and traveling to the Oakland office approximately once per month.

• Serve as the first point of contact for basic day-to-day office technology issues, such as printers, fax, telephones, and computer supply recommendations, resolving simple requests directly and coordinating with the Operations Manager for anything requiring escalation. Computer and software issues will be forwarded to All Covered first and then escalated to the Operations Manager.

Event, Meeting Support and Travel Coordination (25%)

• Coordinate monthly staff meetings, alternating virtual and in-person, including agenda preparation, gathering updates from other departments, icebreaker planning, and lunch coordination for in-person months. Once a year, provide the same support for the annual staff retreat.

• Support staff and board meeting logistics, including materials preparation, setup, and lunch coordination, including the annual retreat.

• Coordinate group conference registration; research hotel options, manage room blocks, and distribute booking instructions; lead conference tracking and hold bi-annual review meetings with MFL.

• Partner with the Development and Communications team to add community and donor events to the calendar and support event-day logistics.

• Partner with other departments on occasional activities and events.

Project and Other Support (5%)

• Participate in internal projects requiring logistical, administrative, or operations support for other departments.

Experience You Will Bring:

• Minimum 3-5 years of administrative experience, including experience managing calendars and scheduling for executives or senior leadership.

• Strong soft skills: judgment, discretion, and the ability to build trust and coordinate effectively across multiple stakeholders and departments.

• Comfortable working across a broad range of responsibilities day-to-day-office operations, scheduling, events, basic IT support, and project coordination-rather than a single, narrow function.

• Proficiency with standard office and productivity tools, including email, calendars, and Microsoft Office; proficiency with or comfort in learning tools such as CRM (Salesforce) and File Sharing (Box).

• Comfort coordinating with outsourced service providers and performing basic on-site technology support.

• Strong organizational skills with the ability to manage multiple tasks and shifting priorities independently.

• Ability to travel to the Oakland office approximately once per month.

• Ability to take ownership of assigned tasks and meet deadlines with minimal supervision.

• Ability to adhere to all workplace policies, including health and safety protocols.

What's in it for you:

The salary range for this non-exempt, hourly position is $29.33-$35.58 per hour.

Work Environment and Physical Demands:

Conventional office work environment, with a high degree of flexibility. Occasional travel and early morning, evening, or off-site work may be required to support events or meetings. Adjustable height desks and comfortable chairs. Able to sit or stand for extended periods of time. Occasionally stand, walk, or bend over, kneel, crouch, reach overhead, grasp, push, and pull. Move, and occasionally lift and/or carry up to 30 pounds to shoulder height. Repetitive use of hands (i.e., fine manipulation, simple grasping, and power grasping). Demonstrate normal depth perception. Dexterity of hands and fingers to operate a computer keyboard, operate standard office equipment, and use a telephone. See and read a computer screen and printed matter with or without vision aids. Distinguish colors. Read and understand rules and policies, labels, and instructions. Hear and understand speech at normal levels and on the telephone. Verbal communications, including the ability to speak and hear at normal room levels and on the telephone.

Disclaimer:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the role. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Another Source works with their clients, on a retained project basis. We are committed to building inclusive candidate pools as we partner with hiring teams. As you read through the job posting and review the list of qualifications (required and/or preferred), please do not self-select out if you feel you do not meet every qualification. No one is 100% qualified. We encourage you to apply and share your story with us.

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