Senior Administrative Assistant Job at BellaVista Landscape Services Inc., San Jose, CA

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  • BellaVista Landscape Services Inc.
  • San Jose, CA

Job Description

Position Summary

The Senior Administrative Assistant provides high-level administrative support to the President, two Senior Vice Presidents, the Director of HR, Safety & Training, and assists with general office administration across multiple branch locations. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced commercial landscape environment.

Structure

Full-time, non-exempt. Reports to President.

Key Responsibilities:

  • Provide direct administrative support to company executives, including calendar management, meeting coordination, travel arrangements, and correspondence.
  • Prepare and format documents, reports, spreadsheets, and presentations as needed.
  • Coordinate internal and external meetings, including scheduling, agendas, and follow-up communications.
  • Assist with document management and filing systems, both physical and electronic.
  • Support the HR department with administrative tasks such as onboarding, training coordination, and maintaining employee records.
  • Manage incoming calls, emails, and mail; route inquiries and requests to appropriate personnel.
  • Order and maintain office supplies and equipment for multiple branch locations.
  • Assist with special projects and company events as directed by executive leadership.
  • Maintain confidentiality and handle sensitive information with discretion.

Qualifications:

  • Proven experience in an administrative or executive assistant role, preferably in construction, landscape, or a related industry.
  • Excellent written and verbal communication skills.
  • Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and general office technology.
  • Strong organizational and time management skills with the ability to prioritize tasks.
  • High level of professionalism, discretion, and customer service.
  • Ability to work independently and collaboratively with multiple departments.
  • Minimum of 3 years’ experience of administrative or office experience, and data entry.
  • Typing and 10-key skills at productive speed or above.
  • Strong attention to detail and accuracy in data entry and record-keeping.
  • Must have a good understanding of modern business practices and procedures, elements of correct English usage, grammar, spelling, vocabulary, punctuation, and basic mathematics.
  • Effective oral and written communication skills in English required.
  • Proficiency in QuickBooks software application and Microsoft Excel, Word, and Outlook is preferred.
  • Excellent time management and organizational skills.
  • Ability to be prompt, accurate, confidential, and cordial in assisting with questions.
  • Ability to work independently and manage multiple tasks within deadlines.
  • Ability to be flexible and adapt to changes in an organized manner.
  • Ability to maintain professional demeanor in a setting with interruptions (phone and people).
  • Comfortable working in a fast-paced environment and managing multiple tasks.

Job Tags

Full time, Work at office, Flexible hours,

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