Administrative Assistant

We are looking for an organized and proactive Administrative Assistant to support leadership and key business functions in Richmond, California. This contract opportunity has the potential to become permanent and is ideal for someone who enjoys balancing executive support, coordination tasks, and document management in a fast-paced office setting. The role will contribute to bid preparation, team communication, marketing support, and event logistics while helping keep daily operations on track.

Responsibilities

Executive & Administrative Support

• Provide administrative support to company leadership, including calendar management, scheduling meetings, coordinating reminders, and preparing presentations.
• Manage correspondence, maintain organized files, and assist with day-to-day office administration.
• Coordinate with internal teams and external stakeholders to gather information and ensure timely completion of projects.

Estimating & Procurement Support

• Assist with bid packages, RFQs, RFPs, prequalification packages, and other procurement-related documentation.
• Track deadlines and help ensure all required documents are completed and submitted accurately and on time.
• Support the estimating team with administrative tasks and document management.
• Maintain organized records and electronic filing systems for proposals and project-related materials.

Marketing & Event Coordination

• Maintain and organize company marketing assets, project information, and employee profiles.
• Update website content and ensure company information remains current and accurate.
• Assist with presentation preparation using existing templates.
• Coordinate logistics for career fairs, recruiting events, client events, conferences, and company functions.
• Support company apparel and promotional item ordering and inventory management.

• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills, including proofreading and grammar.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Dependable, proactive, and committed to follow-through.
• Proficiency in Microsoft Office, including Outlook, Word, PowerPoint, and Excel.
• Comfortable working collaboratively with multiple departments and stakeholders.
• Associate's degree (AA) or equivalent education/experience required.