What are the responsibilities and job description for the Administrative/Executive Assistant position at DeSilva Gates Construction?
Build your career at DeSilva Gates Construction, where you’ll be part of a team delivering major infrastructure projects across Northern California. We are seeking a detail-oriented Administrative/Executive Assistant to join our team in Dublin. The ideal candidate thrives in a fast-paced environment and enjoys wearing many hats- from coordinating contracts and supporting estimating efforts to managing executive calendars. In this role, you will be balancing high-level executive support with hand-on administrative responsibilities, helping drive productivity by anticipating needs and keeping both executive and administrative functions organized
Responsibilities
Responsibilities will include but not be limited to:
Contract & Subcontract Administration
- Prepare and process subcontract agreements, purchase orders and hauler agreements.
- Compare and execute subcontracts.
- File preliminary notices.
- Order insurance for new and existing projects.
Estimating Support
- Assist the estimating team with bid closings.
- Assist estimators with various administrative and project-related tasks.
- Order plans and specifications through various agencies.
- Perform other assigned tasks and duties as directed by Manager & Chief Estimator.
Administrative & Office Support
- Prepare letters as needed (including Union letters, bid proposal letters and Notice of Intent letters)
- Answer and direct phone calls.
- Deliver inner-office mail.
Compliance & Good Faith Efforts (GFE)
- Post ads for minority requirements (Goof Faith Efforts).
- Send solicitations to subcontractors and vendors.
- Make follow-up phone calls and send emails/faxes.
- Assemble and submit required documentation packages to agencies.
Executive Support
- Manage calendars, including scheduling meetings, appointments and travel.
- Coordinate across multiple stakeholders to resolve scheduling conflicts.
- Prioritize appointments based on business needs.
Qualifications
- One year of experieince in administrative role or office setting, preferably in the construction industry.
- Proficient in computer programs, such as Microsoft Office and Acrobat Adobe. Ability to learn new programs if needed.
- Strong verbal and written communication skills. Able to communicate with internal and external personnel of all levels.
Who Are We Looking For?
- Detail oriented and highly organized.
- Able to prioritize tasks, multi-task and work effectively under pressure.
- Works well both independently and in a team environment.
- Dependable with a timely mindset.
- Maintains a positive attitude, remains flexible as priorities change and demonstrates strong critical-thinking skills.
Additional Requirements
- Required to pass pre-employment drug and alcohol screening.
Total compensation package includes the following:
- Pay (base salary) from $70,000/year (depending on qualifications)
- Profit sharing- cash and deferred
- Comprehensive coverage- health, dental, vision (Competitive premiums with participation in yearly wellness program)
- Insurance- life and disability
- Paid time off and Paid holidays
- 401k plan
- Financial planning assistance
- Career growth and development
DeSilva Gates Construction is a place to build a strong, growth‑focused career supported by mentorship from industry leaders. We deliver heavy civil construction projects with integrity, professionalism, and a commitment to excellence—while helping our employees advance and succeed.
Founded in 1932, we are an award‑winning contractor specializing in grading, paving, and construction management. Our culture is rooted in safety, respect, teamwork, and clear communication, with a family‑oriented, client‑focused approach grounded in honesty and accountability.
We’re looking for self‑motivated, ethical professionals who take ownership, build strong relationships, and thrive both independently and in teams. With a wide range of public and private projects, you’ll have opportunities to grow and take on meaningful challenges.
DeSilva Gates Construction is committed to a diverse and inclusive workplace and is proud to be an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
For more information about DeSilva Gates Construction please visit our web site at www.desilvagates.com.