Office Administrator Inovi Inc. Oakland, CA Job Details Full-time $70,000 - $90,000 a year 1 hour ago Benefits Health savings account Health insurance Dental insurance 401(k) Paid time off Vision insurance 401(k) matching Life insurance Retirement plan Qualifications Vendor relationship building Growing experience Google Workspace Business travel arrangements Executive administrative support Organizational skills Productivity software Managing executive calendars AI-driven automation

Editing Full Job Description Location :

Onsite Type :

Full-time, exempt Reports to : Head of Operations Direct reports : none

Work Authorization :

Due to client contractual obligations, all applicants must be a US Citizen or Permanent Resident Position Summary Inovi is looking for an Office Administrator to keep our Oakland headquarters running smoothly and to provide hands-on executive support to our leadership team. You'll be the person who makes the office work — the first face visitors see, the one who keeps facilities, vendors, and supplies in order, and a trusted right hand to executives who need calendars, travel, and details managed without having to think about them. This role also calls for comfort with modern AI tools — using them to draft correspondence, manage information, and streamline day-to-day office and administrative work, not just traditional office software.

Essential Job Functions and Core Responsibilities:

Office Operations & Facilities Own day-to-day office operations — supplies, equipment, mail, vendor relationships, and facilities issues Serve as the primary point of contact for building management, vendors, and service providers Coordinate office moves, seating, equipment setup, and workplace improvements Maintain a welcoming, organized, and well-run office environment for employees and visitors Executive Support Manage calendars, scheduling, and meeting logistics for members of the executive team Coordinate domestic and international travel arrangements and itineraries Prepare correspondence, agendas, presentations, and meeting materials on behalf of executives Handle confidential information with discretion and sound judgment AI-Enabled Administration Use AI tools to draft, edit, and organize correspondence, documents, and reports Apply AI-assisted tools to streamline scheduling, research, and recurring administrative tasks Identify opportunities to use AI and other technology to improve office workflows and efficiency Events, Onboarding & General Support Plan and execute internal events, team offsites, and company gatherings Support new-hire onboarding logistics — workstations, access, welcome materials, and first-day coordination Assist with expense reports, invoice processing, and basic budget tracking for office-related spend Provide ad hoc administrative support across departments as needed

Qualifications:

Required Undergraduate degree 6-8 years of experience in office administration, executive support, or a related administrative role Demonstrated experience supporting executives — calendar management, travel coordination, and meeting preparation Functional, hands-on experience using AI tools (e.g., Claude, ChatGPT, or similar) to support administrative work Strong organizational skills and the ability to juggle competing priorities without dropping details Excellent written and verbal communication skills Proficiency with standard office and productivity software (e.g., Microsoft Office/Google Workspace) Comfortable working on-site in Oakland and being the go-to person in the office day to day Preferred Experience supporting a fast-growing or scaling company Experience coordinating events, offsites, or office build-outs Experience with expense management, basic invoicing, or vendor contract coordination Compensation and Benefits 70,000 - 90,000 Benefits include medical, dental, vision, 401(k) with match, PTO. Inovi is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Inovi will use e-Verify to confirm work authorization.

Pay:

$70,000.00 - $90,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Health savings account Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person