Project Administrative Assistant

Project Administrative Assistant

The Project Administrative Assistant supports daily office operations and provides administrative and project support to leaders, project managers, construction administrators, and project teams throughout all phases of a project. This role serves as a key point of contact for internal and external stakeholders, ensures smooth office functionality, and contributes to efficient project coordination, documentation, and client service.

The position is located in our San Jose, CA office. The position requires 3 days in the office and the ability to work from home Mondays and Fridays; Fridays are also half days.

Position Responsibilities

• Welcome and assist visitors, manage the callbox, and support a positive studio experience.
• Coordinate meeting logistics, including food and beverage orders, room scheduling, and setup.
• Maintain kitchen operations, office cleanliness, supplies, and equipment readiness.
• Handle incoming/outgoing mail, packages, printing, and courier requests.
• Support Studio calendars, weekly presentations, and various team gatherings.
• Serve as a point of contact for architects, clients, consultants, contractors, and project teams.
• Perform project data entry, document control, routing of RFIs/submittals, and assembly of specifications.
• Prepare and distribute meeting minutes, follow up on action items, and participate in project meetings.
• Organize work effectively, set priorities, and meet project and department deadlines.
• Provide responsive, high-quality client service and assist with other tasks as assigned.

Position Requirements

• High School Diploma with two (2) years college related courses preferred, or equivalent experience.
• Minimum two (2) years general and administrative office experience.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Detail-oriented, multi-tasking, energetic, adept at succeeding in fast-paced environment.
• Organizational skills and ability to establish priorities, objectives, and deadlines.
• Familiarity with the construction industry is desired, but not required.

The hourly range for this position is $24.18 - $32.89 ($50,290 - $68,418).

The actual offered salary for this position will vary depending on multiple factors including the candidate's qualification, education, position knowledge, work experience, skills, ability, work location, and internal incumbent compensation for similar roles. We do not anticipate individuals hired into this position will start at or near the top half of the range listed; the decision will be based on each individual case. The salary range listed above does not include other compensation elements such as discretionary bonus opportunities, employee stock ownership grants, paid time off, medical insurance, and other wage and benefit opportunities.