Part Time Filing Jobs in Santa Clara, CA (NOW HIRING)

Administrative Assistant (Part-Time)

Location: San Ramon, CA (Hybrid)
Schedule: Part-Time
Hours: Monday-Friday, 20 hours per week

Compensation: $25/hour
Status: Part-Time Hourly, Non-Exempt

About the Role

3Vi is seeking a highly organized and detail-oriented Administrative Assistant to support engineering leadership and operations teams with administrative coordination and general office support during business hours. This role is ideal for someone who enjoys organizing documentation, maintaining accurate records, and supporting fast-paced professional teams independently. The position requires strong ownership, reliability, professionalism, and the ability to work with minimal supervision. The ideal candidate is proactive, organized, and capable of managing multiple administrative tasks while maintaining a high degree of accuracy and confidentiality.

Schedule

• Monday, Tuesday, Thursday: 9:00 AM - 1:30 PM
• Wednesday: 9:00 AM - 11:30 AM
• Friday: 9:00 AM - 1:00 PM
• Total 20 hours per week
• Hybrid (in office support, as needed)

Key Responsibilities

• Prepare and assemble business documents, prepare forms for review and signature, prepare correspondence, and administrative files
• Assist with maintaining company records, submission logs, tracking logs, and miscellaneous documentation
• Populate forms and Word documents and prepare documents for signature
• Assist with correspondence, data entry, administrative filings, and document organization
• Assist with company phone coverage, voicemail management, and message follow-up as needed
• Organize calendars and prepare draft emails and company communications
• Assist with preparing and scheduling LinkedIn posts and other company social media content
• Perform document control activities including scanning, file conversion, formatting, PDF assembly, printing, and electronic filing
• Coordinate mail, FedEx shipments, printing, and other administrative logistics
• Pick up mail and perform occasional administrative errands in San Ramon as needed
• Assist with ordering and organizing office supplies, merchandise, safety equipment, and miscellaneous company materials
• Support leadership with document preparation, note taking, and general administrative support
• Assist with planning meetings, travel, conferences, company coordination activities, and miscellaneous administrative support as needed
• Support deadline-driven administrative activities in a fast-paced professional environment
• Perform other administrative tasks and duties as assigned

Minimum Qualifications

• At least 2 years of experience in administrative support, office coordination, or document control in a professional office environment
• Strong attention to detail and accuracy
• Excellent organizational and time-management skills
• Strong written communication and follow-through skills
• Ability to work independently with minimal supervision
• Proficiency with Microsoft Office Suite
• Ability to maintain confidentiality and handle sensitive business information professionally
• Reliable transportation for occasional local administrative errands and mail pickup in San Ramon

Preferred Qualifications

• Experience supporting engineering, construction, architecture, infrastructure, consulting, legal, medical, or other professional services firms
• Experience with forms coordination, licensing administration, certifications, compliance documentation, or technical administrative support
• Associate's degree or bachelor's degree preferred, but not required

Compensation & Benefits

• $25/hour
• Part-time, non-exempt hourly position
• Paid sick leave in accordance with California law
• Benefits are available to eligible full-time employees in accordance with company policy

Additional Information

• No staffing agencies or recruiters
• This position is not eligible for independent contractor or 1099 arrangements
• Applicants must be authorized to work in the United States without current or future sponsorship requirements

Equal Opportunity Employer

3Vi is an Equal Opportunity Employer and considers qualified applicants without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, ancestry, age, disability, veteran status, or any other protected characteristic under applicable law.