Dynamic Administrative Assistant for PM & Office Ops

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

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.