Administrative Assistant

Ultimate Staffing; Pleasanton (CA); On-site; USD 34,000 - 37,000; Full time

Job summary

Ultimate Staffing in Pleasanton, CA is seeking an experienced Administrative Assistant to support daily office operations and project teams. The role focuses on providing professional administrative support to management and staff while maintaining efficient workflows in a fast-paced environment.

The position requires excellent communication, strong attention to detail, and the ability to manage multiple priorities.

Qualifications

• Detail-oriented and highly organized, able to handle multiple priorities.
• Excellent communication skills for internal and external stakeholders.
• Ability to maintain professional workflows in a fast-paced environment.

Responsibilities

• Provide administrative support to office leadership and staff.
• Answer and direct calls, emails, and inquiries.
• Coordinate calendars, meetings, and travel arrangements.
• Prepare, edit, and distribute correspondence and reports.
• Assist with project documentation and project files.
• Maintain filing systems and records accuracy.
• Support onboarding, employee paperwork, and training coordination.
• Process invoices, POs, expense reports, and transactions.
• Enter data in company databases and project management systems.
• Schedule meetings with customers, vendors, and subcontractors.
• Order office supplies and manage inventory.
• Organize office events and recognition activities.
• Support bid and proposal preparation with necessary documents.
• Generate reports and assist leadership on special projects.
• Handle confidential information securely.

Skills

Detail-oriented

Highly organized

Excellent communication

Multitasking

Job description

Location: Pleasanton, CA
Pay Rate: $25-$27
Contract to permanent

Position Summary

We are seeking a detail-oriented and highly organized Administrative Assistant to support daily office operations and project teams. The ideal candidate will provide administrative support to management and staff while helping maintain efficient workflows in a fast-paced environment.

This position requires excellent communication skills, strong attention to detail, and the ability to manage multiple priorities while maintaining a high level of professionalism.

Essential Duties and Responsibilities

• Provide administrative support to office leadership and department personnel.
• Answer and direct incoming phone calls, emails, and office inquiries.
• Coordinate calendars, meetings, appointments, and travel arrangements as needed.
• Prepare, edit, and distribute correspondence, reports, meeting notes, and other business documents.
• Assist with project documentation, including contracts, submittals, change orders, permits, and project files.
• Maintain electronic and physical filing systems and ensure records are accurate and up to date.
• Support onboarding activities, employee paperwork, and training coordination.
• Process invoices, purchase orders, expense reports, and other administrative transactions.
• Enter and maintain data in company databases and project management systems.
• Assist with scheduling and coordinating customer, vendor, and subcontractor meetings.
• Order office supplies and maintain inventory levels.
• Coordinate office events, team meetings, and employee recognition activities.
• Support bid and proposal preparation by gathering required documentation and formatting materials.
• Generate reports and assist leadership with special projects as assigned.
• Ensure confidential information is handled professionally and securely.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.