Senior Administrative Assistant (San Jose)

Position Summary

The Senior Administrative Assistant provides high-level administrative support to the President, two Senior Vice Presidents, the Director of HR, Safety & Training, and assists with general office administration across multiple branch locations. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced commercial landscape environment.

Structure

Full-time, non-exempt. Reports to President.

Key Responsibilities :

• Provide direct administrative support to company executives, including calendar management, meeting coordination, travel arrangements, and correspondence.
• Prepare and format documents, reports, spreadsheets, and presentations as needed.
• Coordinate internal and external meetings, including scheduling, agendas, and follow-up communications.
• Assist with document management and filing systems, both physical and electronic.
• Support the HR department with administrative tasks such as onboarding, training coordination, and maintaining employee records.
• Manage incoming calls, emails, and mail; route inquiries and requests to appropriate personnel.
• Order and maintain office supplies and equipment for multiple branch locations.
• Assist with special projects and company events as directed by executive leadership.
• Maintain confidentiality and handle sensitive information with discretion.

Qualifications :