Senior Administrative Assistant

Shums-Coda-Associates-1; Pleasanton (CA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

100% paid medical, dental and vision

Vacation, holiday and sick time off

401(k) Employer match

Job summary

Shums Coda Associates, Inc. is seeking a Senior Administrative Assistant to support operations at our Headquarters in Pleasanton, CA.

This role provides high-level administrative and operational support to company leadership, requiring exceptional organization, judgment, professionalism, and the ability to manage multiple priorities in a fast-paced environment. The candidate will report to the Administrative Services Manager and will handle confidential matters, design and produce documents, and

Qualifications

• 3–5 years of administrative support experience; supporting senior leadership preferred.
• Experience coordinating multiple projects and priorities.
• Advanced proficiency with Microsoft Office.
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks with little or no guidance.
• Ability to react with appropriate urgency to situations requiring quick response.
• Maintain integrity and discretion handling confidential information.
• Must successfully complete a standard background investigation.

Responsibilities

• Support office staff and management with general operational tasks.
• Assist with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence.
• Serve as the primary point of contact for internal and external clients on matters pertaining to management staff, including confidential matters; prioritize actions and respond per policy.
• Develop, document, and improve administrative procedures.
• Assist with staff meetings and events as needed.
• Maintain positive and professional staff and client relationships.
• Perform other duties as assigned for the benefit of the organization.

Skills

Administrative support

Project coordination

Microsoft Office

Verbal and written communication

Organization

Professionalism

Decision making

Time management

Discretion with confidential info

Tools

Microsoft Office

Job description

Shums Coda Associates, Inc. is a privately held company providing professional Building and Safety Consulting Services to municipalities to verify conformance with state and local Building Codes. We are seeking a full-time, Senior Administrative Assistant to support operations at our Headquarters in Pleasanton, CA.

The Senior Administrative Assistant will provide high-level administrative and operational support to company leadership while ensuring the efficient day-to-day operation of the office. This role requires exceptional organizational skills, sound judgment, professionalism, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The position will report to the Administrative Services Manager.

Responsibilities

• Support office staff and management with general operational tasks

• Assist with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence

• Serve as the primary point of contact for internal and external clients on all matters pertaining to management staff, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect management’s style and organization policy.

• Develop, document, and improve administrative procedures.

• Assist with staff meetings and events as needed.

• Maintain positive and professional staff and client relationships

• Other projects/duties as assigned for the overall benefit of the organization.

Minimum Qualifications

• 3–5 years of administrative support experience; supporting senior leadership preferred.

• Experience coordinating multiple projects and priorities.

• Advanced proficiency with Microsoft Office.

• Strong verbal and written communication skills.

• Exceptional organizational skills and impeccable attention to detail.

• High degree of professionalism in dealing with diverse groups of people.

• Make appropriate, informed decisions regarding priorities and available time.

• Ability to complete a high volume of tasks and projects with little or no guidance.

• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.

• Able to maintain a high level of integrity and discretion in handling confidential information.

• Must successfully complete a standard background investigation.

Compensation & Benefits

• FTE Position

• Competitive Salary based on experience

• 100% paid medical, dental and vision

• Vacation, holiday and sick time off

• 401(k) Employer match