Office Experience Administrative Assistant

About Second Harvest of Silicon Valley

Founded in 1974, Second Harvest of Silicon Valley is one of the largest food banks in the nation and a trusted nonprofit leader in ending local hunger. The organization distributes nutritious groceries through a network of nearly 350 partners at drive-thru and walk-up sites across Santa Clara and San Mateo counties. Due to the prohibitively expensive cost of living in Silicon Valley, the economic downturn caused by the COVID-19 pandemic, and the rise in inflation, Second Harvest is now serving an average of about 500,000 people every month. Second Harvest also connects people to federal nutrition programs and other food resources, and advocates for anti- hunger policies on the local, state and national levels. To learn more about how Second Harvest is responding to the incredible amount of need in Silicon Valley, visit shfb.org.

About the Position

The Office Experience Administrative Assistant helps create a welcoming, organized, and engaging workplace experience for employees, neighbors, visitors, vendors, and stakeholders. The role supports front office operations, shared spaces, workplace services, site events, and the People & Culture team using established standards and service standards. The position is responsible for executing daily operational activities, maintaining workplace readiness, supporting employee and stakeholder experiences, and providing exceptional customer service, while communicating clearly, and following issues through to resolution with general direction. 

This job might be for you if:

• You are passionate about ending hunger.
• You enjoy helping people and creating a welcoming experience.
• You’re organized, dependable, and detail-oriented.
• You notice what needs to be done and take initiative.
• You enjoy variety and can shift priorities when needed.
• You’re excited to learn, grow, and take on new challenges.

Responsibilities

Front Office and Workplace Experience (50%) 

• Serve as a welcoming and inclusive first point of contact for employees, candidates, visitors, and partners. 

• Provide front desk coverage and manage phones, shared inboxes, guests, badges, access requests, mail, deliveries, and lobby readiness. 

• Support daily readiness of meeting rooms, breakrooms, collaboration spaces, and shared workplace areas. 

• Coordinate room setups, food deliveries, supplies, visitor needs, and workplace requests using established processes. 

• Identify routine workplace issues, resolve them when able, and document or escalate them promptly to the appropriate partner. 

• Coordinate routine interactions with workplace vendors and service providers to support day-to-day workplace operations. 

• Monitor workplace supplies, breakroom inventory, deliveries, and service schedules; submit replenishment requests and service tickets as needed.  

• Track workplace service requests, monitor completion of assigned work orders, and follow up on outstanding items. 

• Provide general office and administrative support as assigned. 

• Support an inclusive, professional experience by communicating clearly, protecting confidentiality, and following requests through to completion. 

Employee Engagement, Events & Onboarding (25%) 

• Execute employee engagement activities, all-staff events, and workplace experience initiatives using established plans, timelines, and budgets. 

• Coordinate event logistics, room reservations, catering, communications, supplies, and day-of support. 

• Support employee onboarding and readiness activities, including required programs, access, resources, and logistics, to ensure a consistent and welcoming new-hire experience.   

• Gather employee feedback and participation information to support future programming and continuous improvement efforts. 

People & Culture Administration, Communications & Systems (25%) 

• Schedule interviews, training sessions, orientations, stakeholder meetings, and People & Culture activities. 

• Maintain SharePoint content, calendars, trackers, documentation, and internal resources. 

• Support employee survey administration, communications, and program logistics (e.g., performance cycles and HR programs) by maintaining schedules, documentation, and trackers. 

• Maintain accurate, confidential, and organized program and departmental records. 

• Execute People & Culture communications using approved templates and communication channels. 

The ideal candidate will possess the following professional qualifications:

• High school diploma or equivalent and at least one year of relevant experience in workplace experience, administrative support, or a related field preferred. An associate degree is a plus. 

• Experience supporting a front office, hospitality, or administrative environment with frequent customer or stakeholder interaction. 

• Experience supporting scheduling and logistics for HR or People & Culture programs (e.g., onboarding, performance cycles, trainings) with guidance.   

• Proven ability to manage small to mid-sized projects under general supervision  

• Exposure to supporting employee engagement activities, such as helping administer surveys and track participation (e.g., Culture Amp or similar tools).  

• Ability to execute HR communications using established templates across email, chat platforms, and calendar tools.  

• Experience updating internal websites or shared content platforms (e.g., SharePoint), keeping information organized, accurate, and up to date.  

• Attention to detail when handling documentation, reimbursements, and sensitive employee information.  

• Proficiency with Microsoft Office (Word, Excel, Outlook) and scheduling tools.  

• Ability to follow established processes, manage assigned tasks, and meet deadlines with minimal supervision.   

Reports To

Front Office Supervisor

Location

Second Harvest of Silicon Valley, Cypress Center, 4001 N 1st Street, San Jose, CA 95134

This is an onsite position.

Following the opening of our Central Hub facility in spring 2027, this position be based at 4553 N 1st Street, San Jose CA 95134.

Hours

Full-Time. Non-Exempt. 40 hours/week, Monday to Friday 8am to 5pm.

Compensation

$33.69-$36.54 is the wage range for this position. The hourly wage offer will be commensurate with skills and experience. Outstanding and generous health benefits program,

4-5 weeks of Flexible Time Off (vacation and sick), eleven paid holidays, and retirement plan.