Senior Administrative Assistant

Shums Coda Associates; Pleasanton (CA); On-site; USD 65,000 - 90,000; 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, ensuring efficient day-to-day office functioning. The successful candidate will have 3–5 years of admin experience, exceptional organization, and the ability to handle multiple priorities in a fast-paced environment.

Qualifications

• 3–5 years of administrative support experience, supporting senior leadership preferred.
• Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong verbal and written communication skills.
• Exceptional organizational skills and attention to detail.
• High degree of professionalism in dealing with diverse groups of people.

Responsibilities

• Support office staff and management with general operational tasks.
• Assist with special projects; design and produce complex documents, reports, and presentations; prepare information for meetings; compose correspondence.
• Serve as primary contact for internal and external clients, prioritizing actions and handling confidential matters.
• Develop, document, and improve administrative procedures.
• Assist with staff meetings and events; maintain professional relationships.
• Perform other duties as assigned for the organization.

Skills

Administrative support

Microsoft Office

Communication

Organization

professionalism

Tools

MS 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