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
Skills Required
- 3-5 years administrative support experience
- Supporting senior leadership
- 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
- Ability to make informed decisions regarding priorities and time
- Ability to complete a high volume of tasks with little or no guidance
- Ability to react with appropriate levels of urgency to urgent situations
- Maintain integrity and discretion handling confidential information
- Successful completion of a standard background investigation
What We Do
Shums Coda Associates is a building, fire, and life-safety consulting firm that supports new construction and municipalities through professional plan review, inspections, engineering, code reviews, code consultations, and education. Its services cover fire and life safety, structural, civil/accessibility, mechanical, electrical, and energy-efficiency matters, with work offered throughout the United States and particularly across the Western U.S. The firm helps clients address regulatory and safety requirements during building projects.
