Senior Administrative Assistant

Southland Industries•Union City, CA

18h

About The Position

The Senior Administrative Assistant serves as a trusted partner to the Division Lead of Southland Industries' Northern California Division, providing high-level administrative, organizational, and operational support. The role manages confidential and business-critical activities, including executive calendar management, meeting and event coordination, travel arrangements, correspondence, presentations, reports, and expense administration. As a central point of coordination across departments, this position supports clear communication, efficient operations, and alignment with division priorities. The Senior Administrative Assistant performs clerical and administrative duties for a department and/or senior-level managers. Work includes editing and producing documents, drafting correspondence, maintaining records, processing mail and telephone messages, screening calls and visitors, responding to information requests, preparing reports and presentation materials, coordinating meetings, events, and travel, ordering supplies, and preparing and submitting expense reports. The role may also coordinate small projects and special initiatives, prepare executive-level materials, and maintain documentation. The ideal candidate is organized, detail-oriented, proactive, and able to manage competing priorities in a fast-paced environment. The position requires professionalism, discretion, customer service, and the ability to build strong working relationships with leaders, employees, clients, vendors, and external partners.

Requirements

High school diploma or equivalent required.
Four years of administrative support experience.
Strong verbal and written communication skills, including the ability to communicate with all organizational levels.
Excellent customer service skills.
Advanced proficiency in Microsoft Office Suite, including Outlook, Excel, PowerPoint, Word, Teams, and SharePoint.
Ability to operate and troubleshoot office equipment.
Strong organizational, time management, and problem-solving skills, with the ability to adapt to changing business priorities.
Project coordination skills.
Ability to manage sensitive and confidential materials appropriately.
Ability to build positive working relationships across all levels of an organization and interact professionally with customers, vendors, and executive leadership.
Self-starter able to work independently, anticipate needs, and proactively resolve issues.

Nice To Haves

Associate or bachelor's degree.
Experience supporting executive-level leaders, business unit leaders, or senior management teams in a fast-paced corporate environment.
Experience coordinating executive meetings, travel, events, and cross-functional projects.
Experience within construction, engineering, manufacturing, professional services, or another project-based industry.

Responsibilities

Provide administrative, organizational, and operational support to the Division Lead and senior-level managers.
Manage executive calendars and coordinate meetings, events, and travel arrangements; negotiate prices for meeting venues and vendor services when needed.
Edit, proofread, format, and produce documents; draft correspondence that may be sensitive or confidential.
Maintain data and paper and electronic documents, including filing and archiving records.
Open, sort, and distribute mail; receive and relay telephone messages; screen telephone calls and visitors.
Analyze information requests and determine appropriate responses.
Prepare routine and non-routine reports and presentation materials, including graphs and charts.
Order and deliver supplies.
Prepare, audit, and submit expense reports.
Coordinate communication across departments and support alignment with division priorities.
Coordinate small projects and special initiatives as needed.
Maintain sensitive and confidential materials and documentation.

Benefits

401(k) plan with 50% company match, no cap, and immediate 100% vesting.
Medical, dental, and vision insurance, 100% paid for the employee.
Annual bonus program based on performance, achievement, and company profitability.
Term life, AD&D, and voluntary life insurance.
Disability income protection insurance.
Pre-tax flexible spending plans for health and dependent care.
Paid parental leave.
Paid holidays, vacation, and personal time.
Training and professional development opportunities.
Company-paid memberships for professional associations and licenses.
Wellness benefits.