Sr. Administrative Assistant

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 role will mainly take place in Milpitas, but will require travel to their Oakland facility approximately once per week.

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.

Key Responsibilities

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.

Qualifications

• Bachelor's degree preferred; Associate degree acceptable with equivalent experience
• 3-5 years of administrative experience, including at least 2 years supporting executives or senior leaders
• Strong proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and remote collaboration tools (video conferencing, shared drives, etc.)
• Excellent organizational, time-management, and problem-solving skills
• Clear, professional written and verbal communication abilities
• High level of professionalism, discretion, and emotional intelligence
• Proactive, adaptable, and comfortable prioritizing competing demands in a dynamic environment
• Reliable, detail-oriented, and committed to team and organizational success

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.