Administrative Assistant

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, s

  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.