Administrative Assistant

Job Description

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

• 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

• 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

• 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

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

• 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

• 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

• 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

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

• 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