Executive Assistant

Shums Coda Associates, Inc. is a privately held company providing professional Building and Fire Life-Safety Professional Services to municipalities to verify conformance with state and local Building Codes. We are seeking a full-time, executive assistant to support operations at our headquarters in Pleasanton, CA. The position will report to the COO.

Responsibilities

• Provide calendar and travel management for COO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.

• 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; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to executive team, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect executives’ style and organization policy.

• Work closely with the executive team to keep them well informed of upcoming commitments and responsibilities, following up appropriately.  Anticipate COO’s needs in advance of meetings, conferences, etc.

• Assist with staff meetings and events as needed.

• Manage information systems operations including hardware, software, desktop support, and internal telecommunications.

• 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.

• Strong ability to execute work with a diversity, equity, and inclusion lens.

• Expert proficiency with Microsoft Office.

• Technical proficiency and problem-solving skills.

• 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.

• Availability to work core business hours with flexibility as needed for executive priorities.