Senior Administrative Assistant

About the role

The Senior Administrative Assistant at Cupertino Electric provides high-level administrative support to VP’s, senior leaders, and departmental teams. This role requires exceptional organizational skills, strong judgment, and the ability to manage competing priorities in a fast-paced environment. This role partners closely with the Executive Assistant to support operational execution, standardization of administrative processes, and coordination across executive leadership.

Responsibilities

• Support the Interiors team that may consist of Vice President’s, Project Executives, Senior Project Manager's, Project Managers, APM’s and Project Engineers including information flow between office, field, vendors and general contractors
• Manage complex calendars in multi time zones, including scheduling meetings, resolving conflicts, and anticipating executive needs
• Prepare executive-level correspondence, presentations, and reports with a high degree of accuracy and professionalism
• Allocate and process expense reports
• Cook domestic travel, itineraries and logistics
• Handle confidential information with discretion and professionalism
• Operate independently, anticipate needs, and drive follow-through across multiple stakeholders
• Support day-to-day departmental operations, ensuring deadlines and deliverables are met
• Maintain organizational systems, filing structures, and documentation to improve efficiency
• Aid in budgeting, invoice processing, and vendor coordination
• Organize team meetings, offsites, events, and cross-functional activities
• Coordinate documentation flow related to contracts, change orders, and project administration as needed
• Support standardization of administrative processes across teams to ensure consistency and efficiency
• Aid in onboarding coordination for new hires (workspace setup, system access tracking, introductions)
• Maintain tracking tools for recurring operational deliverables
• Partner with Executive Assistant to implement and reinforce administrative best practices
• Partner with executives on special projects, tracking tasks, milestones, and communications
• Serve as a point of contact for internal teams and external partners, providing timely and clear communication
• Conduct research, prepare summaries, and provide data or insights to support leadership decisions

Requirements

• Excellent organizational, time management, and project management skills
• Demonstrates ability to work effectively in a fast-paced environment
• Outstanding communication skills (written and spoken)
• Critical reasoning
• Demonstrates strong follow-through and attention to detail
• Demonstrates judgment, confidentiality, and professionalism
• Ability to work independently and proactively anticipates needs
• Proficient in MS Office, including Word, Excel, PowerPoint, Outlook
• Oracle, JD Edwards are highly desirable

Qualifications

• Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.
• Education: High School Diploma or GED required.
• Licensure/Certifications: None required.
• Experience: Five (5) years of administrative experience required. Experience in the construction industry preferred.