Ultimate Staffing is seeking an Sr.Administrative Assistant to join a client in Milpitas. The role is in the construction industry and 100% onsite. Hours for the role are Monday - Friday 8:00 am - 5:00 pm.
The Senior Administrative Assistant provides high-level administrative and executive support, functioning as a trusted partner to leaders and ensuring smooth, efficient office operations. This role bridges traditional administrative support and executive partnership, offering expanded responsibility and exposure-including complex calendar management, project coordination, and event leadership. The Senior Administrative Assistant position is intentionally designed as a developmental pathway to an Executive Assistant role.
Executive Support
Provide proactive, high-level support to multiple executives as assigned, including managing complex calendars and scheduling. Exercise sound judgment and discretion to prioritize requests, anticipate needs, and protect executive time for strategic work. Confidently navigate fast-paced, ambiguous, or high-pressure situations, working closely with dynamic leaders and constructively managing conflict-well beyond transactional or directive administrative tasks.
Correspondence & Document Preparation
Draft, edit, and format presentations, reports, and internal and external communications with a high degree of accuracy, professionalism, and attention to detail.
Meeting & Event Coordination
Plan, coordinate, and execute meetings and events end to end, including logistics, materials preparation, catering, setup/cleanup, and follow-up. Support department-wide or company-wide events as needed.
Expense & Budget Management
Prepare, reconcile, and submit monthly expense reports. Track office-related budgets and expenses, identifying opportunities for cost efficiency and process improvements.
Special Projects & Meeting Support
Support executives and teams with research, analysis, and project coordination. Prepare agendas, capture meeting notes, and track action items to ensure timely follow-through.
Relationship Management
Build strong, collaborative relationships across departments, with external partners, and within the local office community. Serve as a professional and discreet representative of executive leadership.
Process & Document Management
Maintain organized electronic and physical filing systems. Recommend and implement improvements to administrative processes to enhance efficiency and effectiveness.
Mentorship & Collaboration
Collaborate closely with other administrative professionals, sharing best practices and institutional knowledge. Provide informal mentorship to junior team members while actively pursuing personal and professional development.
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.