Administrative Assistant

We are looking for an organized and proactive Office Manager to support daily operations in a construction-focused environment. This contract opportunity with permanent potential will play a central role in keeping the office running smoothly while providing high-level coordination for leadership, meetings, events, and administrative workflows. The ideal candidate is detail-oriented, adaptable, and comfortable balancing office administration, vendor coordination, scheduling, and financial support in a fast-paced setting.

Responsibilities:

• Provide administrative support to the Executive Assistant, Bay Area Group Leaders, and Division VP of Field Operations.
• Support daily Millbrae office operations, including deliveries, kitchen supplies, vendors, reception, phones, copiers, and employee requests.
• Coordinate logistics for meetings, trainings, ERG events, celebrations, and other office gatherings.
• Assist with vendor coordination, invoices, expenses, credit card reconciliation, and general office accounting.
• Support regional events, career fairs, recruiting activities, new-hire onboarding, and intern first-day logistics.
• Coordinate calendars and schedules for the Division VP and 7–10 Field VPs/Directors.
• Arrange executive meetings, leadership visits, travel, hotels, airfare, and meeting logistics.
• Assist with company-wide process improvement initiatives and operational projects.
• Partner with Business Development and Marketing on presentations and leadership materials.
• Prepare, pull, organize, and analyze reports and data.
• Support leadership meetings by preparing agendas, distributing materials, tracking attendance, documenting meeting minutes, and following up on action items.

Qualifications:

• Strong organizational and time-management skills
• Ability to support multiple team leads while effectively prioritizing competing demands
• Highly productive with an interest in learning and utilizing new productivity tools
• Exceptional attention to detail and accuracy
• Strong follow-through with the ability to track tasks and hold team members accountable to deadlines
• Proven ability to handle sensitive and confidential information with professionalism and discretion
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Teams, SharePoint, and OneNote
• Adaptable and able to quickly learn new systems and technology platforms
• Team-oriented with a strong focus on creating a positive employee experience
• Willingness to support administrative colleagues both virtually and in person when needed
• Ability to prioritize effectively, set expectations, and respectfully push back when necessary
• Strong ability to review invoices, identify discrepancies, and question unclear or incorrect charges
• High-energy, approachable, and service-oriented personality
• Excellent written and verbal communication skills
• Proactive, resourceful, and solutions-oriented approach to work
• Strong professional judgment and ability to maintain confidentiality
• Customer-service mindset focused on creating a positive “customer delight” experience
• Ability to build strong relationships and make employees, clients, and visitors feel welcomed and supported

Compensation

About Us

TalentMatch^®

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All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

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