Administrative Assistant

Trilon Group • Oakland, CA

1d • $75,000 - $80,000 • Onsite

About The Position

Alta Planning + Design is looking for an Administrative Assistant for our Oakland office. If you are looking to join an innovative organization and do work that connects people to places while advancing social justice, safety, and environmental resilience, apply with Alta today!

About Alta
Alta Planning + Design is a sustainable transportation company dedicated to creating active, healthy communities through planning, landscape architecture, engineering, and education/encouragement programs.

Our core values and work bring about positive change by creating places that are geared toward moving people rather than cars, connecting community members to daily needs and human experience, and empowering every person to live an active healthy life. As a global leader in mobility innovation for 30 years with over 200 staff, we are dedicated to connecting people to places by working across disciplines and scale to address social justice, safety, and environmental resilience.

In this role, you'll provide high-level administrative support to multiple senior leaders in our Oakland office while managing day-to-day office operations. You'll coordinate complex calendars and meetings, plan and execute office events, and serve as a key liaison between leadership, staff, and external partners. You'll use your organizational expertise and proactive approach to anticipate needs, solve problems, and keep our office running efficiently. This position is based in our Oakland office with an in-office schedule Monday through Thursday.

Requirements

• 5+ years of experience as an executive assistant, administrative assistant, or senior project coordinator
• Proven experience supporting multiple executives and managing competing priorities
• Exceptional organizational skills with strong attention to detail and ability to anticipate needs
• Excellent oral and written communication skills with professional presence
• Proficient with Microsoft Office 365, Excel, Outlook, and MS Teams
• Ability to handle confidential information with discretion and professionalism
• Strong problem-solving skills and ability to work independently

Nice To Haves

• Experience with Wrike, Deltek, and Adobe Creative Suite
• Bachelor's or Associate’s degree or equivalent experience
• Experience in a consulting or professional services environment
• Event planning and coordination experience
• Experience managing office budgets and vendor relationships

Responsibilities

• Provide executive-level administrative support to multiple senior leaders including calendar management, meeting coordination, and travel arrangements
• Plan, organize, and execute office events, meetings, and team gatherings
• Manage office operations including coordination of supplies, office space needs, and technology and security coordination with building management
• Support administrative office functions and serve as the primary point of contact for office-related inquiries
• Manage Oakland's office budget and track office expenditures
• Attend regular staff meetings to ensure workload balance and streamlined communication
• Serve as liaison between staff, leadership, building managers, vendors, contractors, and clients as needed
• Support senior leaders on additional tasks, as requested

Benefits

• Medical: PPO or HSA medical plans, Alta pays 75% of the cost
• Dental/Vision: PPO, Alta pays 90% of the cost
• Life Insurance: Alta pays 100% of the premium for life and AD&D, equal to your base compensation
• 401(k): Alta provides a match up to 3%
• PTO: 21 days accrued annually to start
• Holidays: 11 total company paid holidays
• Paid Parental Leave/Short-Term Disability
• Additional Benefits: Wellness reimbursement up to $800 annually, Alta Gets Around benefit of up to $900 annually, 5-year travel award, and professional development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree