2 Administrative Services jobs in Healdsburg

Nibbi Brothers has been a member of the Bay Area’s construction community since 1950. The Company is known for its integrity, innovation, quality and contributions to the communities in which it works. Nibbi’s safety program often exceeds federal and state requirements, demonstrating that the safety and wellbeing of everyone associated with our projects is the highest priority. Core markets include commercial, civic, seismic retrofits, historic restoration, waterfront structures, education, housing, hospitality, and community-based facilities. Nibbi self-performs production framing and structural concrete. Our projects range in size from $5 million to over $200 million.

Nibbi provides its people with comprehensive benefits and opportunities for career development. We encourage continuing education at all levels. We are proud of our friendly, family culture that is based on respect, collaboration and a strong work/life balance.

Position summary

This is a key support role for Nibbi’s executive leadership team (CEO, COO, Director of Operations, and Project Executives). This position is responsible for managing scheduling, logistics, contracts and other administrative tasks on an as needed basis. The ideal candidate is detail-oriented, organized, and capable of handling confidential information with discretion.

This is a full-time, non-exempt position. This position reports to the COO.

Work location: San Francisco office.

Essential Functions

• Provide administrative support to the executive team.
• Manage sensitive matters and confidential information with discretion and professionalism.
• Ensure all deliverables meet high standards of quality and accuracy.
• Anticipate executive needs and proactively manage competing priorities with strong judgment, time management, and organizational skills.
• Ability to prioritize a variety of tasks and workload fluctuations.
• Represent Nibbi with professionalism.

Responsibilities

• Calendar management, meeting coordination, agendas, calls, and client interactions.
• Serve as a point of contact for clients and external stakeholders, answer inquiries and route communications.
• Prepare correspondence, reports, presentations, contracts, meeting minutes, and other business documents with accuracy and timeliness.
• Coordinate travel arrangements, including flights, accommodations, ground transportation, and meal planning.
• Organize and support team communications, events, and off-site meetings.
• Prepare executive level presentations, summaries, and briefing materials.
• Collect updates and reports from team members to synthesize information into concise action items and follow-up lists.
• Provide contract administration support and maintain organized records.
• Complete ad hoc projects, special assignments, and executive requests as needed.

Qualifications

• Associate’s or Bachelor’s degree in Business Administration, Construction Management, or related field preferred, or equivalent work experience in the construction industry.
• 3 to 5+ years of experience in an administrative, reporting, or data coordination role—construction, safety or quality assurance/control industry experience strongly preferred.
• Proficient in Microsoft Office Suite, especially Excel, Word, PowerPoint, and Outlook; experience with reporting tools or construction software (e.g., Procore, Builder) is a plus.
• Strong communication skills—both written and verbal—with the ability to synthesize information clearly.
• Highly organized and detail-oriented with the ability to prioritize and manage multiple tasks.
• Ability to maintain discretion and confidentiality in support of executive leadership.
• Self-starter.

Physical demands

The physical demands described here are representative of those that must be met by an employee, with or without reasonable accommodation, to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to:

• Sit for long periods of time.
• Look at a computer monitor for extended periods.
• Use hands and fingers.
• Reach with hands and arms.

Some travel and special events may be required.

Compensation & benefits

• Comprehensive medical, dental, and vision
• Pretax plans
• Life insurance
• Supplemental insurance plans
• 401K with employer matching
• Work/life balance
• PTO
• Holidays
• Incentive compensation bonus
• Tuition reimbursement
• Student loan repayment assistance

Nibbi Brothers is an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, disability, national origin, veteran status or any other personal characteristic protected by law. Employment decisions are made on the basis of qualifications, merit, and business need.

Must be authorized to work in the US now and in the future without employer sponsorship. Nibbi uses E-Verify.

Contractor’s License #

Courtesy Notice to External Recruiters

Nibbi partners with external recruiters occasionally. We are open to working with others, provided our policy is followed:

• If you have a qualified candidate for a posted position , contact with your engagement agreement and the candidate’s qualifications (no identifying details).
• Do not send candidate information to anyone outside of HR. This increases the risk of a conflict if another recruiter has presented the candidate. You will not be considered the source of the candidate unless you work with HR.