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.

• 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.

• 3–5 years of administrative support experience; supporting senior leadership preferred.
• Strong ability to execute work with a diversity, equity, and inclusion lens.
• Expert proficiency with Microsoft Office.
• Technical proficiency and problem‑solving skills.
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Must successfully complete a standard background investigation.
• Availability to work core business hours with flexibility as needed for executive priorities.