Senior Administrative Assistant

Shums Coda Associates, Inc. is a privately held company providing professional Building and Safety Consulting Services to municipalities to verify conformance with state and local Building Codes. We are seeking a full-time, Senior Administrative Assistant to support operations at our Headquarters in Pleasanton, CA.

The Senior Administrative Assistant will provide high-level administrative and operational support to company leadership while ensuring the efficient day-to-day operation of the office. This role requires exceptional organizational skills, sound judgment, professionalism, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The position will report to the Administrative Services Manager.

Responsibilities

• Support office staff and management with general operational tasks

• Assist with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence

• Serve as the primary point of contact for internal and external clients on all matters pertaining to management staff, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect management’s style and organization policy.

• Develop, document, and improve administrative procedures.

• Assist with staff meetings and events as needed.

• Maintain positive and professional staff and client relationships

• Other projects/duties as assigned for the overall benefit of the organization.

Minimum Qualifications

• 3–5 years of administrative support experience; supporting senior leadership preferred.

• Experience coordinating multiple projects and priorities.

• Advanced proficiency with Microsoft Office.

• Strong verbal and written communication skills.

• Exceptional organizational skills and impeccable attention to detail.

• High degree of professionalism in dealing with diverse groups of people.

• Make appropriate, informed decisions regarding priorities and available time.

• Ability to complete a high volume of tasks and projects with little or no guidance.

• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.

• Able to maintain a high level of integrity and discretion in handling confidential information.

• Must successfully complete a standard background investigation.

Compensation & Benefits

• FTE Position

• Competitive Salary based on experience

• 100% paid medical, dental and vision

• Vacation, holiday and sick time off

• 401(k) Employer match