Senior Administrative Assistant

Cupertino Electric; San Jose (CA); On-site; USD 90,000 - 95,000; Full time

Job summary

Cupertino Electric is seeking a Senior Administrative Assistant in San Jose, CA. The role provides high-level administrative support to executives, managing calendars, coordinating travel, and facilitating communication across departments.

The ideal candidate will have at least five years of administrative experience, superb organizational skills, and a proficiency in MS Office. A strong ability to operate independently and maintain confidentiality is essential. Cupertino Electric values diversity and promotes equal opportunity for all candidates.

Qualifications

• 5 years of administrative experience required, preferably in construction.
• Ability to manage complex calendars and coordinate logistics.
• Handle confidential information with professionalism.

Responsibilities

• Provide high-level administrative support to executives.
• Manage domestic travel and logistics.
• Support budgeting and vendor coordination.

Skills

Organizational skills

Time management

Project management

Excellent communication skills

Critical reasoning

Attention to detail

Confidentiality

Proactive problem-solving

Proficient in MS Office

Education

High School Diploma or GED

Tools

MS Office

Oracle

JD Edwards

Job description

Posting Title: Senior Administrative Assistant

Reports To: Executive Assistant

Location: San Jose, CA

Salary Range: $90,000 to $95,000

Final determination of a successful candidate’s starting pay will vary based on a number of factors, including market location and may vary depending on job‑related knowledge, skills, education and experience. The pay scale listed for this position is generally for candidates that meet the specified qualifications and requirements listed on this specific job description. We provide a competitive compensation package that recognizes your experience, credentials, and education alongside a robust benefits program to meet your needs. Our compensation reflects the cost of labor across several US geographic markets.

About the Role

The Senior Administrative Assistant at Cupertino Electric provides high‑level administrative support to VP’s, senior leaders, and departmental teams. This role requires exceptional organizational skills, strong judgment, and the ability to manage competing priorities in a fast paced environment. This role partners closely with the Executive Assistant to support operational execution, standardization of administrative processes, and coordination across executive leadership. The Senior Administrative Assistant is expected to operate independently, anticipate needs, and drive follow‑through across multiple stakeholders.

Executive & Administrative Support

• Support the Interiors team that may consist of Vice President’s, Project Executives, Senior Project Manager's, Project Managers, APM’s and Project Engineers including information flow between office, field, vendors and general contractors
• Manage complex calendars in multi time zones, including scheduling meetings, resolving conflicts, and anticipating executive needs
• Prepare executive‑level correspondence, presentations, and reports with a high degree of accuracy and professionalism
• Allocate and process expense reports
• Coordinate domestic travel, itineraries and logistics
• Handle confidential information with discretion and professionalism

Operational Coordination

• Support day‑to‑day departmental operations, ensuring deadlines and deliverables are met
• Maintain organizational systems, filing structures, and documentation to improve efficiency
• Assist with budgeting, invoice processing, and vendor coordination
• Organize team meetings, offsites, events, and cross‑functional activities
• Coordinate documentation flow related to contracts, change orders, and project administration as needed
• Support standardization of administrative processes across teams to ensure consistency and efficiency
• Assist in onboarding coordination for new hires (workspace setup, system access tracking, introductions)
• Maintain tracking tools for recurring operational deliverables
• Partner with Executive Assistant to implement and reinforce administrative best practices

Project & Stakeholder Management

• Partner with executives on special projects, tracking tasks, milestones, and communications
• Serve as a point of contact for internal teams and external partners, providing timely and clear communication
• Conduct research, prepare summaries, and provide data or insights to support leadership decisions

About You

• Excellent organizational, time management, and project management skills
• Demonstrates ability to work effectively in a fast‑paced environment
• Outstanding communication skills (written and spoken)
• Critical reasoning
• Demonstrates strong follow‑through and attention to detail
• Demonstrates judgment, confidentiality, and professionalism
• Ability to work independently and proactively anticipate needs
• Proficient in MS Office, including Word, Excel, PowerPoint, Outlook
• Oracle, JD Edwards are highly desirable

Minimum Qualifications

Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.

Education: High School Diploma or GED required.

Licensure/Certifications: None required.

Experience: Five (5) years of administrative experience required. Experience in the construction industry preferred.

*Applicants must be authorized to work in the United States. This position is not eligible for sponsorship.

Cupertino Electric, Inc. (CEI) is proud to be an Equal Employment Opportunity and affirmative action employer. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability status, or any other applicable characteristics protected by law.