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
