Senior Administrative Assistant

Prologis • Milpitas, CA

10d • $35 - $44 • Onsite

About The Position

At Prologis, we don’t just lead the industry—we define it with a 1.3 billion square foot portfolio and an annual throughput of approximately $3.2 trillion. We create the intelligent infrastructure that powers global commerce, seamlessly connecting the digital and physical worlds. From agile supply chains to energy solutions, our ecosystems help your business move faster, operate smarter and grow sustainably. With unmatched scale, innovation and expertise, Prologis is a category of one—not just shaping the future of logistics but building what comes next. Job Title: Senior Administrative Assistant Company: Prologis Senior Administrative Assistant, Silicon Valley CA A day in the life As the Senior Administrative Assistant, you will mainly support the two Heads of Development and occasionally support their team members in the West Region (Northern and Southern California, Seattle, Portland, Reno, Las Vegas, Denver and Phoenix). You’ll be the hub of the Development team’s business operations and conductor who keeps them on track and on schedule. This person will exhibit strong organizational, written, and verbal communication skills and must be confident in their ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism. Attention to detail and the ability to anticipate needs are key. This position will be based out of our Silicon Valley (Milpitas) office 4 days per week.

Requirements

• Minimum of 3+ years related experience
• Proficient knowledge of the Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook)
• Ability to carry out specific oral and written instructions from different members of the Development team.
• Ability to think strategically and operationally—identifying not only what needs to be done but the most effective path to accomplishing it.
• Demonstrated experience supporting senior executives, including handling complex calendaring, communications, and confidential matters.
• Demonstrated abilities to prioritize and manage multiple assignments in a fast-paced environment to meet deadlines with efficiency and accuracy.
• Meticulous attention to detail and accuracy.
• Execute responsibilities with a sense of urgency and follow-through.
• Customer service mind-set and a team player mentality.
• Exceptional relationship-building skills with stakeholders across all levels of the organization.
• Positive, proactive work ethic and approach.
• Proven ability to communicate effectively (oral and written) with customers, peers, management, contractors and vendors.

Nice To Haves

• Preferrable knowledge of PeopleSoft Financials, and Adobe Professional or BlueBeam, SharePoint.

Responsibilities

• Serve as a key strategic partner to the Heads of Development by anticipating needs, proactively managing priorities, and ensuring alignment between daily operations and broader regional business objectives.
• Act as the primary gatekeeper for the department heads—triaging requests, determining priority level, and ensuring the most efficient use of leadership time.
• Manage schedule flow between Development and internal/external stakeholders, ensuring timely communication, follow-up, and decision-making support
• Manage confidential and sensitive information with the utmost discretion, including personnel-related matters, performance discussions, and strategic business decisions.
• Plan, organize and manage calendar and email correspondence for department heads, including resolving any overlapping commitments and protecting time for priorities.
• Develop, collect, and prepare information used for presentations/meetings for department heads and regional Development team.
• Coordinate travel arrangements and necessary documentation for department heads. Occasionally, support other Development Officers on meeting coordination and travel arrangement.
• Prepare monthly expense reports and assist with other administrative support requests for department heads.
• Review and track the expense reports from the development team prior to department heads’ approval.
• Coordinate special events, such as offsite meetings, training, etc. with internal and external stakeholders: research and prepare event and travel arrangements in advance, preparing content documents and agenda items, keeping notes, and helping with day-of preparation as needed.
• Conduct database maintenance and reports for regional development team including shared systems, troubleshooting with users as needed.
• Project lead for department initiatives revolving around new administrative process and methods. Create and maintain tracking logs.
• Develop, collect, and prepare information used for presentations/meetings for department heads.
• Support and backup the Executive Assistant/Office Manager.
• Provide additional ad hoc department support as needed.
• Willingness to pitch-in and take on new projects as requested.

Benefits

• All full-time roles in the US come with a robust benefits package which includes healthcare, dental, and vision insurance for employees and eligible dependents.
• Prologis also offers several other wellness, financial, and work/lifestyle-specific benefits.
• Our 401(k) retirement plan has a company match of 50% up to 12% of eligible compensation.
• We also offer generous PTO with a starting accrual of 22 days a year in addition to paid holidays and volunteer time.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees