Executive Assistant/Contract Administrator

Job Summary: The Executive Assistant/Contract Administrator will work closely with the CFO to ensure the administration and compliance of construction contracts throughout the entire project. They also provide administrative support to ensure deadlines are tracked/met, and miscellaneous projects are completed when assigned.

Reports To / Supervision Received:

Manager: CFO

Essential Functions:

1. Work with the CFO to ensure construction contracts are properly set up & maintained throughout the duration of the project. Ensure the same of any subcontractors. This includes tracking change orders, insurance requirements, and any related licenses and certificates.

2. Track and maintain all corporate licenses, certificates, and annual filings in good standing.

3. Prepare and distribute service billings.

4. Organize and maintain electronic and physical filing systems.

5. Support the executive team with various projects, as assigned.

6. Regular, full-time attendance, ability to follow instructions of management, strong communication, and ability to demonstrate logic to analyze information and changing circumstances.

Knowledge, Skills, and Experience:

• Minimum Education (or substitute experience) required: Associate's Degree
• Minimum Experience Required: 5 years as an administrative assistant & 2 years of contract administration

Skills Required:

• Strong proficiency in Microsoft Office (Word, Excel, Outlook – 2 years)
• Extreme attention to detail, highly organized, and responsive.
• Excellent written and oral communication skills. Able to type 50 WPM.
• Provide superb administrative support skills such as filing, copying, scanning, and mailing.
• DocuSign proficiency with the ability to prepare and distribute documents
• Enthusiastic professional with a positive attitude who is willing to jump into a myriad of projects.
• Resourceful self-starter that is curious, asks questions, and can make decisions in a fast-paced environment.
• Ability to assess situations, evaluate options, and implement effective solutions independently while keeping the CFO updated along the way.
• Comfortable navigating change, shifting priorities, and evolving business needs.
• Skilled at balancing multiple competing priorities while meeting deadlines and maintaining accuracy. Able to think ahead and anticipate needs to the company and the executive team.
• Able to handle sensitive and highly confidential information discreetly while ensuring compliance with company policies and confidentiality standards.
• Self-starter, able to work independently to complete various assigned daily tasks.
• Willing to learn and take on additional responsibility

Working Conditions:

• Location(s) - This position is on-site (no remote work) and will work out of the Sunnyvale office. This is a seated position which will require desk and computer work for most of the day with occasional to regular walking. The office environment is controlled and not expected to include exposure to excessive heat or cold.
• Hazards - Exposure to hazards is not expected but will be communicated should they occur.
• Equipment Used – Desktop computer, standard office equipment.

Physical Requirements:

• Frequently read both numerical & alphabetic information
• Frequently lift/carry/push/pull 1 - 10 lbs
• Frequently sit while completing desk work
• Frequently grasp/hold/handle with both hands, including typing and use of a mouse
• Regularly walk for short periods of time
• Occasionally lift/carry/push/pull 11 - 25 lbs
• Occasionally twist/turn/bend
• Rarely use fine finger dexterity with both hands
• Rarely reach overhead/shoulder/outward

Compenstation:

• $43.50 to $57.70 per hour
• Company-sponsored Medical, Dental, Vision for employee and eligible dependents
• 401(k) with match & Profit Sharing
• Paid Vacation, Holidays, Sick Time, and Personal Time Off as provided by company policy
• Company-sponsored Life and Accidental Death & Dismemberment Insurance

To apply, please submit your resume along with a cover letter highlighting your relevant experience.

Job Type: Full-time

Pay: $43.50 - $57.70 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Executive administrative support: 1 year (Preferred)

Work Location: In person

Salary : $44 - $58