Senior Administrative Assistant

Southland Industries, Inc.; Union City (CA); On-site; USD 67,000 - 79,000; Full time

Benefits offered by this job

401(k) match

Medical, dental, and vision insurance

Annual bonus

Life insurance

Disability insurance

Pre-tax flexible spending plans

Paid parental leave

Paid holidays, vacation, and personal

Training/professional development

Wellness benefits

Job summary

Southland Industries in Union City, California, seeks a Senior Administrative Assistant to partner with the Division Lead of the Northern California Division. You will manage executive calendars, coordinate meetings and travel, prepare reports and presentations, and handle confidential correspondence and expense processing.

The ideal candidate is highly organized, proactive, and professional, with exceptional discretion and customer service.

Qualifications

• High School Diploma or equivalent required.
• Associate or bachelor’s degree preferred but not required.
• Experience supporting executive-level leaders in a fast-paced corporate environment.
• Strong communication skills with all organizational levels.
• Experience coordinating executive meetings, travel, events, and cross-functional projects.
• 4 years of administrative support experience.
• Advanced Microsoft Office skills.
• Ability to handle confidential materials.

Responsibilities

• Edit, proof, format documents and produce materials.
• Draft sensitive and confidential correspondence.
• Data input, filing, and archiving.
• Open, sort, and distribute mail; screen calls and visitors.
• Prepare routine and non-routine reports and presentations with graphs and charts.
• Schedule meetings, events and travel; negotiate venues and vendor services.
• Order supplies and handle expense reports.
• Assist on small projects as needed.

Skills

Calendar management

Travel arrangements

Executive support

Communication skills

Education

High School Diploma

Associate or Bachelor's degree preferred

Tools

Outlook

Excel

PowerPoint

Word

Teams

SharePoint

Job description

The Senior Administrative Assistant serves as a trusted partner to the Division Lead of Southland Industries' Northern California Division, providing high-level administrative, organizational, and operational support that enables effective leadership of the business. This role is responsible for managing a wide range of confidential and business-critical activities, including executive calendar management, meeting and event coordination, travel arrangements, correspondence, presentations, reports, and expense administration. As a key member of the division team, the Senior Administrative Assistant acts as a central point of coordination across departments, helping ensure seamless communication, efficient operations, and alignment with division priorities.

The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to manage multiple priorities in a fast-paced environment. This individual demonstrates exceptional professionalism, discretion, and customer service while building strong relationships with leaders, employees, clients, and external partners. In addition to supporting day-to-day administrative functions, the Senior Administrative Assistant may coordinate special projects, prepare executive-level materials, maintain records and documentation, and contribute to initiatives that support the continued growth and success of Southland's Northern California Division.

• Provides a variety of clerical and administrative duties to support a department and/or senior-level managers. Duties generally include:
• Document editing, proofing, formatting, and production.
• Drafting correspondence, which may be sensitive and confidential in nature.
• Data input/maintenance and paper/electronic document filing/archiving.
• Opening, sorting, and distributing mail.
• Receiving/relaying telephone messages from internal and external sources. Screening telephone
• calls and visitors. Analyzing information requests and determining responses.
• Preparing routine and non-routine reports and presentation materials, including graphs and charts.
• Scheduling and coordinating meetings, events and travel arrangements; may negotiate prices for meeting venues and vendor services.
• Ordering and delivering supplies.
• Expense report preparation, audit, and submission.
• May assist and coordinate small projects as needed

Qualifications

• High School Diploma or equivalent is required.
• Associate degree or bachelor’s degree preferred but not required.
• Experience supporting executive-level leaders, business unit leaders, or senior management teams in a fast-paced corporate environment preferred
• Proven ability to build positive working relationships across all levels of an organization and interact professionally with customers, vendors, and executive leadership.
• Self-starter with the ability to work independently, anticipate needs, and proactively resolve issues.
• Experience coordinating executive meetings, travel, events, and cross-functional projects.
• 4 years of administrative support experience
• Strong verbal and written communication skills:
• Ability to communicate with all organizational levels
• Experience within construction, engineering, manufacturing, professional services, or other project-based industries preferred.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Excel, PowerPoint, Word, Teams, and SharePoint.
• Ability to operate and troubleshoot office equipment
• Strong organizational, time management, and problem-solving skills with the ability to adapt to changing business priorities.
• Ability to properly manage sensitive and confidential materials

As a 100% employee-owned company, we offer a comprehensive benefits package for you and your family:

• 401(k) plan with 50% company match (no cap) and immediate 100% vesting
• Medical, dental, and vision insurance (100% paid for employee)
• Annual bonus program based upon performance, achievement, and company profitability
• Term life, AD&D insurance, and voluntary life insurance
• Disability income protection insurance
• Pre-tax flexible spending plans (health and dependent care)
• Paid parental leave
• Paid holidays, vacation, and personal time
• Training/professional development opportunities and company-paid memberships for professional associations and licenses
• Wellness benefits

About Southland Industries

As one of the nation’s largest MEP companies, Southland Industries is built on the foundation of great people. Since 1949, we have put our people first, enabling growth, professional achievement, and innovation. If you want to join a fast-paced environment where you’re engaged, challenged, and valued,

Southland Industries and all its subsidiaries are anEqual Opportunity Employerand prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing our employees with a safe work environment free of discrimination and harassment.All employment decisions at Southland Industries are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, gender, national origin, ancestry, age, disability, medical condition, marital status, family care or medical leave status, veteran status, or any other status protected by the laws or regulations in the locations where we operate. Southland Industries will not tolerate discrimination or harassment based on any of these characteristics.

Pay:Final pay is determined by the education, experience, knowledge, skills, and abilities of the applicant, internal equity, and alignment with market data. For California this ranges from$67,105.00- $79,305.00plus annual incentive, benefits, and retirement program as outlined above.

Contingent Employment:All employment offers are contingent upon successful drug tests, background checks, and professional reference checks. Roles that include driving as an essential job duty will be required to have a successful Motor Vehicle Record check (MVR). We are not able to offer sponsorship of employment at this time.

Job Location Union City, California, United States Position Type Full-Time/Regular

Alternate Location

N/A

Who do you know at
Southland Industries Inc.

Position Summary

The Senior Administrative Assistant serves as a trusted partner to the Division Lead of Southland Industries' Northern California Division, providing high-level administrative, organizational, and operational support that enables effective leadership of the business. This role is responsible for managing a wide range of confidential and business-critical activities, including executive calendar management, meeting and event coordination, travel arrangements, correspondence, presentations, reports, and expense administration. As a key member of the division team, the Senior Administrative Assistant acts as a central point of coordination across departments, helping ensure seamless communication, efficient operations, and alignment with division priorities.

The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to manage multiple priorities in a fast-paced environment. This individual demonstrates exceptional professionalism, discretion, and customer service while building strong relationships with leaders, employees, clients, and external partners. In addition to supporting day-to-day administrative functions, the Senior Administrative Assistant may coordinate special projects, prepare executive-level materials, maintain records and documentation, and contribute to initiatives that support the continued growth and success of Southland's Northern California Division.

Position Details

• Provides a variety of clerical and administrative duties to support a department and/or senior-level managers. Duties generally include:
• Document editing, proofing, formatting, and production.
• Drafting correspondence, which may be sensitive and confidential in nature.
• Data input/maintenance and paper/electronic document filing/archiving.
• Opening, sorting, and distributing mail.
• Receiving/relaying telephone messages from internal and external sources. Screening telephone
• calls and visitors. Analyzing information requests and determining responses.
• Preparing routine and non-routine reports and presentation materials, including graphs and charts.
• Scheduling and coordinating meetings, events and travel arrangements; may negotiate prices for meeting venues and vendor services.
• Ordering and delivering supplies.
• Expense report preparation, audit, and submission.
• May assist and coordinate small projects as needed

Qualifications

• High School Diploma or equivalent is required.
• Associate degree or bachelor’s degree preferred but not required.
• Experience supporting executive-level leaders, business unit leaders, or senior management teams in a fast-paced corporate environment preferred
• Proven ability to build positive working relationships across all levels of an organization and interact professionally with customers, vendors, and executive leadership.
• Self-starter with the ability to work independently, anticipate needs, and proactively resolve issues.
• Experience coordinating executive meetings, travel, events, and cross-functional projects.
• 4 years of administrative support experience
• Strong verbal and written communication skills:
• Ability to communicate with all organizational levels
• Experience within construction, engineering, manufacturing, professional services, or other project-based industries preferred.
• Excellent customer service skills
• Advanced proficiency in Microsoft Office Suite, including Outlook, Excel, PowerPoint, Word, Teams, and SharePoint.
• Ability to operate and troubleshoot office equipment
• Strong organizational, time management, and problem-solving skills with the ability to adapt to changing business priorities.
• Project coordination skills
• Ability to properly manage sensitive and confidential materials

Benefits

• 401(k) plan with 50% company match (no cap) and immediate 100% vesting
• Medical, dental, and vision insurance (100% paid for employee)
• Annual bonus program based upon performance, achievement, and company profitability
• Term life, AD&D insurance, and voluntary life insurance
• Disability income protection insurance
• Pre-tax flexible spending plans (health and dependent care)
• Paid parental leave
• Paid holidays, vacation, and personal time
• Training/professional development opportunities and company-paid memberships for professional associations and licenses
• Wellness benefits

About Southland Industries

As one of the nation’s largest MEP companies, Southland Industries is built on the foundation of great people. Since 1949, we have put our people first, enabling growth, professional achievement, and innovation. If you want to join a fast-paced environment where you’re engaged, challenged, and valued,

Southland Industries and all its subsidiaries are anEqual Opportunity Employerand prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing our employees with a safe work environment free of discrimination and harassment.All employment decisions at Southland Industries are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, gender, national origin, ancestry, age, disability, medical condition, marital status, family care or medical leave status, veteran status, or any other status protected by the laws or regulations in the locations where we operate. Southland Industries will not tolerate discrimination or harassment based on any of these characteristics.

Pay:Final pay is determined by the education, experience, knowledge, skills, and abilities of the applicant, internal equity, and alignment with market data. For California this ranges from$67,105.00- $79,305.00plus annual incentive, benefits, and retirement program as outlined above.

Contingent Employment:All employment offers are contingent upon successful drug tests, background checks, and professional reference checks. Roles that include driving as an essential job duty will be required to have a successful Motor Vehicle Record check (MVR). We are not able to offer sponsorship of employment at this time.

Job Location Union City, California, United States Position Type Full-Time/Regular

Alternate Location

N/A

Who do you know at
Southland Industries Inc.