Executive Assistant

Shums Coda Associates, Inc. is a privately held company providing professional Building and Fire Life-Safety Professional Services to municipalities to verify conformance with state and local Building Codes. We are seeking a full-time, executive assistant to support operations at our headquarters in Pleasanton, CA. The position will report to the COO.

Responsibilities

• Provide calendar and travel management for COO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.

• Assist with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to executive team, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect executives’ style and organization policy.

• Work closely with the executive team to keep them well informed of upcoming commitments and responsibilities, following up appropriately.  Anticipate COO’s needs in advance of meetings, conferences, etc.

• Assist with staff meetings and events as needed.

• Manage information systems operations including hardware, software, desktop support, and internal telecommunications.

• Other projects/duties as assigned for the overall benefit of the organization.