Administrative Assistant

Location: Pleasanton, CA
Pay Rate: $25-$27
Contract to permanent

Position Summary

We are seeking a detail-oriented and highly organized Administrative Assistant to support daily office operations and project teams. The ideal candidate will provide administrative support to management and staff while helping maintain efficient workflows in a fast-paced environment.

This position requires excellent communication skills, strong attention to detail, and the ability to manage multiple priorities while maintaining a high level of professionalism.

Essential Duties and Responsibilities

• Provide administrative support to office leadership and department personnel.
• Answer and direct incoming phone calls, emails, and office inquiries.
• Coordinate calendars, meetings, appointments, and travel arrangements as needed.
• Prepare, edit, and distribute correspondence, reports, meeting notes, and other business documents.
• Assist with project documentation, including contracts, submittals, change orders, permits, and project files.
• Maintain electronic and physical filing systems and ensure records are accurate and up to date.
• Support onboarding activities, employee paperwork, and training coordination.
• Process invoices, purchase orders, expense reports, and other administrative transactions.
• Enter and maintain data in company databases and project management systems.
• Assist with scheduling and coordinating customer, vendor, and subcontractor meetings.
• Order office supplies and maintain inventory levels.
• Coordinate office events, team meetings, and employee recognition activities.
• Support bid and proposal preparation by gathering required documentation and formatting materials.
• Generate reports and assist leadership with special projects as assigned.
• Ensure confidential information is handled professionally and securely.