Business Support Administrator
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What you'll do
- Managing calendars and coordinating meetings
- Handling time and expense entry
- Arranging complex business travel
- Supporting projects through document preparation, binder organization, scanning/printing, and related tasks
- Preparing engagement letters and completing required forms for conflict checks and engagement setup
- Assisting with general Partner support and ad hoc administrative requests
- Maintaining a polished office appearance, including kitchen, conference rooms, and shared spaces
- Coordinating shipping and receiving (FedEx, UPS, USPS)
- Supporting office meetings and events, including scheduling logistics and ordering catering
- Assisting with local employee events and client hospitality
- Ordering, organizing, and replenishing office supplies
- Liaising with building management and local vendors for maintenance and services
What they're looking for
- 3+ years of administrative experience combining office management and executive administration
- Experience in a professional services, consulting, legal, accounting, engineering, or corporate environment
- Experience coordinating business travel, expense reporting, and meeting logistics
- Experience with CRM, invoicing, or document management systems
- Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint
- Strong written and verbal communication skills
- Ability to manage multiple priorities with strong attention to detail
- Ability to work on-site daily, with occasional overtime and after-hours responsibilities as needed
- Ability to safely lift up-to 30 lbs.
Summarised by NextRaise from the employer’s description, which follows in full below.
Full description from employer
HKA is a global leader in risk mitigation, dispute resolution, and expert witness services. We tackle complex challenges with our multi-disciplinary expertise.
As trusted consultants and advisors, we deliver solutions in uncertain and disputed situations, ensuring the best outcomes for clients worldwide. Our experts have testified globally on major cases spanning across a wide range of industries and sectors.
As part of the HKA team you can expect:
A collaborative and supportive office culture that prioritizes your personal growth alongside our team’s success.
Meaningful, diverse responsibilities that let you make a daily impact through executive support and professional office operations.
Opportunities to expand your network and accelerate your career through HKA’s industry reputation and connections.
The Opportunity
The Business Support Administrator is a key member of the San Francisco office, balancing two core functions: providing dedicated executive support to a select group of Partners and ensuring smooth, professional day-to-day office operations.
This role is ideal for someone with solid administrative experience, preferably within a professional services environment, who delivers exceptional service, communicates professionally, and thrives in a fast-paced, highly visible role. You will bring strong attention to detail and sound judgment while supporting colleagues, clients, vendors, and visitors and helping maintain an efficient, welcoming office environment.
This is an on-site role supporting the San Francisco office daily. It is a full-time, hourly opportunity with full benefits and overtime pay.
Responsibilities
Executive Administration
Provide high-quality administrative support to a designated group of Partners, including:
Managing calendars and coordinating meetings
Handling time and expense entry
Arranging complex business travel
Supporting projects through document preparation, binder organization, scanning/printing, and related tasks
Preparing engagement letters and completing required forms for conflict checks and engagement setup
Assisting with general Partner support and ad hoc administrative requests
Office Administration
Serve as the point person for daily office operations, ensuring a professional and welcoming environment:
Maintaining a polished office appearance, including kitchen, conference rooms, and shared spaces
Coordinating shipping and receiving (FedEx, UPS, USPS)
Supporting office meetings and events, including scheduling logistics and ordering catering
Assisting with local employee events and client hospitality
Ordering, organizing, and replenishing office supplies
Liaising with building management and local vendors for maintenance and services
Managing off-site storage
Greeting and managing visitors
Assisting with local recruiting coordination and new-hire onboarding
Partnering with colleagues on CRM updates, and other system-based tasks
Providing administrative support to San Francisco team members and other offices when needed
Ideal Skills and Qualifications
3+ years of administrative experience combining office management and executive administration
Experience in a professional services, consulting, legal, accounting, engineering, or corporate environment
Experience coordinating business travel, expense reporting, and meeting logistics
Experience with CRM, invoicing, or document management systems
Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint
Strong written and verbal communication skills
Ability to manage multiple priorities with strong attention to detail
Ability to work on-site daily, with occasional overtime and after-hours responsibilities as needed
Ability to safely lift up-to 30 lbs.
What We Offer
The anticipated hourly rate for this position is USD $31-$36, with eligibility for overtime pay. Exact compensation offered will be determined based on experience, qualifications, and overall fit.
We also offer a robust Health Insurance package, 20 days of PTO per year, 10 company holidays with 2 floating holidays, 7 wellness days, 401k with company match, training and development programs, and much more.
At HKA we recognize that our people are critical to our ongoing success. Our priority is to provide an inclusive and collaborative culture aimed at providing the best opportunities for our people to thrive and develop in their chosen career path.
Our Global Recruitment team is committed to providing an authentic candidate experience for all those who take the time to apply to HKA. We are committed to providing an efficient and insightful recruitment process giving candidates a true reflection of life at HKA.
Our Global Recruitment team is committed to providing an authentic candidate experience for all those who take the time to apply to HKA. We are committed to providing an efficient and insightful recruitment process giving candidates a true reflection of life at HKA.
Fairness and Equality at HKA:
HKA works hard to provide a welcoming environment for all of our employees. We are committed as a business on the continued improvement of our fairness and equality strategy. Please visit our website for further information or feel free to ask our recruitment team for further information.
All HKA employment decisions shall be made in accordance with controlling laws and based on merit.
Stay Alert: Protect Yourself from Phishing Scams
Please be aware that HKA only publishes official job postings on our website (Join Us | HKA) and on verified job boards. We will never ask for sensitive personal information during the job application process. If you have any doubts, we recommend you visit our website to verify job listings before applying. If you would like more confirmation, please feel free to email us at enquiries@hka.com to check the authenticity of a job posting.
Company
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