Senior Executive Administrative Assistant to Division Lead

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

Benefits offered by this job

401(k) with 50% match

Medical/dental/vision insurance

Annual bonus

Life insurance

Disability protection

Pre-tax flexible spending plans

Paid parental leave

Paid holidays and vacation

Professional development opportunities

Wellness benefits

Job summary

The Senior Administrative Assistant at Southland Industries’ Northern California Division serves as a trusted partner to the Division Lead, delivering high‑level administrative and operational support to keep leadership efficient and informed.

You will manage executive calendars, coordinate meetings and events, arrange travel, prepare materials and reports, handle confidential information, and support cross‑department projects to help drive division priorities forward.

Qualifications

• High School Diploma or equivalent is required.
• Associate or bachelor’s degree preferred but not required.
• 4 years of administrative support experience.
• Experience supporting executive-level leaders, business unit leaders, or senior management teams.
• Strong verbal and written communication skills; ability to interact with all organizational levels.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Excel, PowerPoint, Word, Teams, and SharePoint.

Responsibilities

• Provide clerical and administrative support to a department and/or senior-level managers.
• Document editing, proofing, formatting, and production; drafting sensitive correspondence.
• Data input/maintenance and paper/electronic filing/archiving.
• Handling mail and screening telephone calls and visitors; directing inquiries as needed.
• Preparing routine and non-routine reports and presentation materials (graphs, charts).
• Scheduling and coordinating meetings, events and travel arrangements; negotiating venues/vendors as needed.
• Ordering and delivering supplies; processing expense reports.
• May assist and coordinate small projects.

Skills

Executive calendar management

Meeting & event coordination

Travel arrangements

Expense administration

Data input/maintenance

Document editing & proofreading

Presentation materials

Verbal & written communication

Discretion with confidential info

Cross-functional collaboration

Education

High School Diploma or equivalent

Associate or bachelor’s degree preferred

Tools

Microsoft Office Suite

Job description

The Senior Administrative Assistant at Southland Industries’ Northern California Division serves as a trusted partner to the Division Lead, delivering high‑level administrative and operational support to keep leadership efficient and informed.

You will manage executive calendars, coordinate meetings and events, arrange travel, prepare materials and reports, handle confidential information, and support cross‑department projects to help drive division priorities forward.