Senior Administrative Assistant

Careers at Southland; Union City (CA); On-site; USD 67,000 - 79,000; Full time

Benefits offered by this job

401(k) with company match

Medical, dental, vision insurance

Annual bonus program

Life insurance

Disability insurance

Pre-tax FSA

Paid parental leave

Paid holidays, vacation, and personal]

Professional development memberships

Wellness benefits

Job summary

Southland Industries is seeking a Senior Administrative Assistant for our Northern California Division to act as a trusted partner to the Division Lead. You will manage executive calendars, coordinate meetings and travel, prepare executive materials, and oversee expense processes while safeguarding confidential information.

The role requires 4 years of admin experience, strong communication, and proficiency in MS Office.

Qualifications

• High School Diploma or equivalent required.
• Associate or bachelor’s degree preferred but not required.
• Experience supporting executive-level leaders or senior management in a fast-paced corporate environment.
• Proven ability to build positive relationships across all levels of an organization.
• Self-starter who can work independently and anticipate needs.
• 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 in construction, engineering, manufacturing, professional services, or project-based industries preferred.
• Excellent customer service skills.
• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word, Teams, SharePoint).
• Ability to operate and troubleshoot office equipment.
• Strong organizational, time management, and problem-solving skills.
• Project coordination skills.
• Ability to handle sensitive and confidential materials.

Responsibilities

• Provide clerical and administrative support to department and senior managers.
• Edit, proof, format, and produce documents and presentations.
• Input data and manage filings and archiving.
• Handle mail and phone communications; screen calls and visitors.
• Prepare routine and non-routine reports and presentation materials, including graphs and charts.
• Schedule and coordinate meetings, events, and travel; negotiate venues and vendor services.
• Order and deliver supplies; prepare and submit expense reports.
• Assist with small projects as needed.

Skills

Executive support

Calendar management

Travel coordination

Customer service

Verbal and written communication

Document editing

Cross-functional coordination

Education

High School Diploma or equivalent

Associate or Bachelor's degree preferred

Tools

Microsoft Office Suite

Outlook

Excel

PowerPoint

Word

Teams

SharePoint

Job description

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

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.

To learn more about careers at Southland, explore our career opportunities, follow us on social media, and check out our website.

Southland Industries and all its subsidiaries are an Equal Opportunity Employer and 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- $79,305.00 plus 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.

External Agency Announcement

Its Southland Industries' policy not to accept candidate submissions from recruiting agencies without an active and authorized work order. Candidate ownership can only be established after a bona fide work order is issued by a member of the Southland Industries Talent Acquisition team and the candidate is appropriately submitted through our Applicant Tracking System (ATS).