Ultimate Staffing is seeking an 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 Administrative Assistant is a critical, front-line role and serves as the ambassador and face of their Milpitas office. This position plays a key role in supporting the members of the executive team ensuring effective communication within and from the Milpitas office and contributing as a collaborative member of the local office team. Success in this role requires strong judgment, discretion, attention to detail, and the ability to proactively manage priorities, build relationships, and support a dynamic office environment aligned with company vision and culture.

Key Responsibilities

Front Desk & Reception

• Serve as the first point of contact for phone calls, emails, and office visitors; route and prioritize inquiries appropriately
• Welcome and assist guests in a professional and timely manner
• Manage incoming and outgoing mail, deliveries, and office email notifications
• Support in-house tenants with questions related to space, services, guests, and shipments
• Help ensure smooth daily office operations and a positive workplace experience

Executive Support

• Proactively manage the calendar for the VP of Marketing & Communications, anticipating needs and prioritizing requests
• Communicate regularly with leaders and administrative staff to ensure alignment on priorities and upcoming commitments
• Coordinate with other administrative professionals to schedule high-priority meetings
• Participate in meetings as requested, including note-taking and technical support

Meetings & Events Coordination

• Support the Communications team, Executive Assistants, Corporate Events Manager, and Learning & Development team with meeting and event logistics
• Coordinate scheduling, conference room reservations, communications, and follow-through
• Assist with document preparation, catering arrangements, room setup and breakdown, and supply management

Facilities & Office Coordination

• Assist employees, guests, property management, and the Administration & Facilities Manager with safety, security, and access needs
• Coordinate with vendors and service providers for maintenance and repairs (e.g., appliances, copiers, furniture)
• Provide feedback on vendor performance and recommend service improvements or alternatives

Special Projects

• Provide administrative and logistical support for special projects, including marketing document production, system support, and research initiatives
• Support Milpitas-based executives as needed

Budget & Expense Management

• Complete monthly expense reconciliations and accurately code credit card charges
• Track kitchen and copy room supply expenses and prepare monthly reporting
• Recommend cost-saving measures and flag potential budget adjustments as office needs evolve

Community & Employee Engagement

• Research local events, issues, and opportunities that may impact employees
• Build relationships with local vendors and venues
• Coordinate small in-office events that support engagement and employee well-being

Document & Process Management

• Maintain and update the Front Desk reference binder to ensure accuracy of office procedures
• Organize and manage documentation in both physical and digital formats
• Identify and recommend process improvements

General Office Support

• Provide administrative support to Executive Assistants and employees as needed
• Maintain cleanliness, organization, and inventory of office spaces, kitchen, and supply areas

Qualifications:

• Associate or bachelor's degree preferred
• 4+ years of experience in departmental or executive-level administrative support
• Strong technology proficiency, including PCs, mobile devices, video conferencing platforms, and basic troubleshooting
• Proficiency in Microsoft Office (Outlook, Word, Excel); PowerPoint experience preferred
• Demonstrated customer focus and ability to work effectively with all levels of staff
• Proven ability to build strong relationships across field and office-based teams
• Highly organized, detail-oriented, and proactive with excellent time-management skills
• Strong verbal and written communication skills
• Adaptable and able to thrive in a fast-paced, evolving environment
• Reliable, punctual, and professional

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.