Administrative Assistant/ Executive Assistant (71612)

Valcourt•Morgan Hill, CA

About The Position

Provides high-level administrative and operational support to senior leadership. Manages executive scheduling, coordinates IT and office functions, and supports operational logistics to ensure smooth daily operations. This role requires strong organizational skills, initiative, and the ability to manage multiple priorities in a fast-paced construction environment. The ideal candidate is proactive, detail-oriented, and exercises sound judgment with minimal oversight. Professionalism, discretion, and strong communication skills are essential. Bilingual (Spanish/English) is preferred.

Requirements

Minimum of 4 years of administrative experience, preferably in a construction, commercial services, or field-based operational environment.
English — verbal and written — required given the field communication and briefing facilitation demands of this role.
Ability to manage project workflow and multiple operational priorities without close oversight.
Proficiency in Microsoft Office Suite and Teams; ability to learn new software quickly.

Nice To Haves

Bilingual (Spanish) is preferred.

Responsibilities

Provide high-level administrative support to internal leadership, including drafting correspondence, letters, emails, and internal communications.
Manage internal leadership calendars, schedule and confirm meetings, proactively resolve scheduling conflicts, and coordinate logistics between field supervisors and internal leadership.
Arrange travel and accommodations for internal leadership business trips, including itinerary preparation and on-trip support as needed.
Act as a liaison between corporate recruiting and internal hiring managers to coordinate interview scheduling and candidate communication as directed.
Provide support and training to office and field staff as requested by internal leadership.
Maintain accurate and organized operational records supporting office activity — including briefing documentation, field correspondence, project-related administrative files, and operational logs.
Coordinate with the internal payroll team to ensure timely submission of required records, crew updates, and administrative documentation in accordance with established processing deadlines.
Prepare and maintain operational tracking logs — including crew readiness and briefing completion status — as directed by internal leadership; flag incomplete, outdated, or time-sensitive items to the appropriate supervisor for immediate resolution.
Prepare and distribute operational and administrative reports and materials for internal leadership reviews as directed.
Coordinate and facilitate bi-weekly operations briefing sessions for incoming field and office staff — serving as the primary presenter for operational expectations, scheduling procedures, job site processes, and day-to-day procedures.
Prepare, maintain, and update operations briefing materials, field reference guides, and operational process overviews to ensure content remains current and accurate.
Provide hands-on systems support during briefing sessions — walking incoming staff through timekeeping platforms and application setup.
Coordinate with Project Managers to ensure incoming field staff are briefed on job-specific procedures and crew assignments relevant to their deployment.
Coordinate with the Safety team to confirm safety training is scheduled and completed as part of the overall crew readiness sequence prior to field deployment.
Process crew setup forms and required system entries as directed by internal leadership to ensure accurate records prior to the first work cycle.
Serve as a reliable operational point of contact for field supervisors on routine processes, documentation deadlines, and resource routing — directing each matter to the correct team promptly.
Communicate process updates, deadline reminders, and required action items to field supervisors on behalf of internal leadership.
Route administrative requests through the appropriate corporate channels in accordance with established procedures.
Maintain overall organization and oversight of IT operations in coordination with the corporate IT department.
Manage special IT projects including coordination of software rollouts, system updates, and technology transitions.
Communicate IT-related correspondence and updates to end users as needed.
Maintain a minimal stock of IT device inventory to avoid delays when new equipment is needed; maintain organization of IT inventory in coordination with the IT team.
Support incoming staff with IT device setup, equipment orientation, and hardware access during their first days at the office.
Participate in IT meetings at regular intervals and coordinate with Valcourt’s corporate IT department to ensure alignment on processes and standards.
Coordinate the Life Events Program in collaboration with internal leadership — managing logistics, communications, and recognition for significant crew milestones including work anniversaries and designated achievements.
Plan and coordinate internal events — including facility arrangements, catering, and logistics — in collaboration with the committee for office and corporate‑level activities.
Support special projects and operational initiatives as assigned by internal leadership.