Administrative/Executive Assistant

DeSilva Gates Construction • Dublin, CA

18h • $70,000

About The Position

Build your career at DeSilva Gates Construction, where you’ll be part of a team delivering major infrastructure projects across Northern California. We are seeking a detail-oriented Administrative/Executive Assistant to join our team in Dublin. The ideal candidate thrives in a fast-paced environment and enjoys wearing many hats- from coordinating contracts and supporting estimating efforts to managing executive calendars. In this role, you will be balancing high-level executive support with hand-on administrative responsibilities, helping drive productivity by anticipating needs and keeping both executive and administrative functions organized

Requirements

• One year of experieince in administrative role or office setting, preferably in the construction industry.
• Proficient in computer programs, such as Microsoft Office and Acrobat Adobe. Ability to learn new programs if needed.
• Strong verbal and written communication skills. Able to communicate with internal and external personnel of all levels.
• Detail oriented and highly organized.
• Able to prioritize tasks, multi-task and work effectively under pressure.
• Works well both independently and in a team environment.
• Dependable with a timely mindset.
• Maintains a positive attitude, remains flexible as priorities change and demonstrates strong critical-thinking skills.
• Required to pass pre-employment drug and alcohol screening.

Responsibilities

• Contract & Subcontract Administration
• Prepare and process subcontract agreements, purchase orders and hauler agreements.
• Compare and execute subcontracts.
• File preliminary notices.
• Order insurance for new and existing projects.
• Estimating Support
• Assist the estimating team with bid closings.
• Assist estimators with various administrative and project-related tasks.
• Order plans and specifications through various agencies.
• Perform other assigned tasks and duties as directed by Manager & Chief Estimator.
• Administrative & Office Support
• Prepare letters as needed (including Union letters, bid proposal letters and Notice of Intent letters)
• Answer and direct phone calls.
• Deliver inner-office mail.
• Compliance & Good Faith Efforts (GFE)
• Post ads for minority requirements (Goof Faith Efforts).
• Send solicitations to subcontractors and vendors.
• Make follow-up phone calls and send emails/faxes.
• Assemble and submit required documentation packages to agencies.
• Executive Support
• Manage calendars, including scheduling meetings, appointments and travel.
• Coordinate across multiple stakeholders to resolve scheduling conflicts.
• Prioritize appointments based on business needs.

Benefits

• Profit sharing- cash and deferred
• Comprehensive coverage- health, dental, vision (Competitive premiums with participation in yearly wellness program)
• Insurance- life and disability
• Paid time off and Paid holidays
• 401k plan
• Financial planning assistance
• Career growth and development

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 101-250 employees