Administrative Assistant

Job Description

Job Description

Position Summary

The Administrative Assistant provides comprehensive administrative and operational support to assigned departments and leadership. This role is responsible for managing daily office operations, scheduling, documentation, communications, and coordination of administrative activities. The Administrative Assistant plays a critical role in supporting efficient business operations, maintaining organization, and ensuring professional communication across the organization.

Essential Job Functions

• Provide daily administrative support to assigned managers, supervisors, and department teams.
• Manage calendars, schedule meetings, and coordinate appointments and jobsite visits.
• Prepare, format, and distribute correspondence, reports, presentations, and internal communications.
• Maintain organized electronic and physical filing systems for documents and records.
• Answer and direct phone calls, emails, and visitor inquiries in a professional manner.
• Assist with onboarding logistics, badge access, office setup, and new hire coordination.
• Track, order, and maintain office supplies, equipment, and departmental inventory.
• Assist with data entry, reporting, and spreadsheet management as required.
• Support meeting preparation including agendas, minutes, and follow-up action items.
• Assist with travel coordination, expense reports, and reimbursement documentation.
• Support departmental compliance documentation and audit preparation.
• Assist with coordination of company events, trainings, and meetings as needed.
• Maintain confidentiality of company, employee, and operational information.
• Follow company policies, procedures, and professional standards at all times.
• Performs other related duties as required or assigned. Responsibilities may be modified or added based on operational needs and business priorities.

Qualifications

Education:

• High school diploma or GED required.
• Associate or Bachelor’s degree in Business Administration or related field preferred.

Experience:

• Familiar with standard concepts, practices, and procedures related to the construction industry; prefer 1-2 years’ experience in Project Management

Licenses/Certifications (if applicable):

• Valid California driver’s license required.

Skills:

• Strong organizational and time-management skills.
• Strong written and verbal communication skills.
• High attention to detail and accuracy.
• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
• Ability to manage multiple priorities and meet deadlines.
• Strong customer service and professional demeanor.
• Ability to work independently and as part of a team.

• Ability to maintain confidentiality of sensitive company and employee information.

Physical Demands and Work Environment

Physical Requirements: 
This position is primarily sedentary to light work in nature. The employee is regularly required to sit for prolonged periods, use hands and fingers to operate a computer keyboard, telephone, and office equipment, and occasionally stand, walk, bend, or reach. The employee may occasionally lift or move office materials such as files, binders, laptops, or boxes of supplies weighing up to 20 pounds.

Work Environment: 
Work is typically performed in a professional office environment, with occasional visits to field or construction sites as required. The noise level in the office is usually moderate. The employee may occasionally be exposed to outdoor weather conditions, dust, and construction noise when visiting job sites. All work must be performed in compliance with Cal/OSHA safety and ergonomic standards, and employees are expected to use proper personal protective equipment (PPE) when entering field areas.

Reasonable Accommodations: 
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position in accordance with the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA).

Culture Alignment

All employees are expected to uphold Boudreau Pipeline’s values of Communication, Mutual Respect, and Accountability. These principles guide how we lead, collaborate, and perform our work every day.

Equal Employment Opportunity and At-Will Statement

Boudreau Pipeline Corporation is an Equal Opportunity Employer and prohibits discrimination or harassment based on race, color, religion, sex (including pregnancy), gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.

This job description does not constitute a contract of employment. Employment is at-will and may be terminated by either party at any time.