61 Full Time Staff jobs in Capitola

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.

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.

• Manage and optimize complex executive calendars, scheduling meetings, appointments, and conference calls.
• Arrange detailed domestic and international travel itineraries, including flights, accommodations, and ground transportation.
• Prepare, proofread, and edit executive correspondence, reports, presentations, and other documents.
• Screen and prioritize incoming communications, ensuring timely and appropriate responses.
• Coordinate and prepare materials for board meetings, executive committee meetings, and other key engagements.
• Handle confidential information with discretion and maintain strict confidentiality.
• Process expense reports and manage departmental budgets as needed.
• Serve as a primary point of contact for internal and external stakeholders interacting with executives.
• Organize and maintain electronic and physical filing systems.
• Undertake special projects and ad-hoc assignments as directed by executives.

• Associate's or Bachelor's degree in Business Administration or a related field is preferred.
• Minimum of 5 years of experience providing high-level administrative support to senior executives, preferably in the technology sector.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (e.g., Google Workspace, Slack).
• Exceptional organizational and time management skills with the ability to multitask effectively.
• Strong written and verbal communication skills, with excellent proofreading abilities.
• High degree of professionalism, tact, and discretion.
• Experience with calendar management, travel arrangements, and expense reporting.
• Ability to work independently and proactively in a fast-paced environment.

• Managing complex and dynamic executive calendars, scheduling meetings, and prioritizing appointments.
• Coordinating domestic and international travel arrangements, including flights, accommodations, and ground transportation.
• Preparing and editing correspondence, reports, presentations, and other documents.
• Organizing and managing logistics for executive meetings, including venue selection, catering, and attendee coordination.
• Taking accurate minutes during meetings and distributing them in a timely manner.
• Handling confidential information with discretion and professionalism.
• Serving as a primary point of contact for internal and external stakeholders.
• Managing expense reports and processing invoices.
• Conducting research and gathering information for special projects.
• Anticipating the needs of executives and proactively addressing them.

• Associate's or Bachelor's degree in Business Administration or a related field, or equivalent experience.
• Minimum of 5 years of experience providing high-level administrative support to executives.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace.
• Experience with calendar management, travel coordination, and expense reporting.
• Exceptional organizational, time management, and multitasking skills.
• Strong written and verbal communication skills.
• High level of discretion and confidentiality.
• Ability to work independently and collaboratively in a hybrid setting.
• Proactive, resourceful, and solution-oriented approach.

• Provide comprehensive administrative support to C-level executives, including calendar management, travel arrangements, and expense reporting.
• Schedule and coordinate complex meetings, conference calls, and internal/external events, ensuring all logistical details are handled.
• Prepare and edit correspondence, presentations, reports, and other documents with accuracy and professionalism.
• Manage and maintain confidential files and records, ensuring data integrity and security.
• Act as a gatekeeper, screening calls, emails, and visitors to prioritize executive attention.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and detailed itineraries.
• Assist with the preparation of board meeting materials and follow-up actions.
• Conduct research and gather information as needed for various projects and executive initiatives.
• Handle ad-hoc administrative tasks and projects as assigned by executives.
• Proactively identify and anticipate the needs of the executives and their teams.
• Liaise effectively with internal departments and external stakeholders on behalf of the executives.
• Maintain a high level of professionalism and discretion at all times.

• Associate's or Bachelor's degree in Business Administration, Communications, or a related field is preferred.
• Minimum of 5 years of experience providing high-level administrative support to senior executives, preferably within the technology sector.
• Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Zoom, Slack).
• Strong written and verbal communication skills.
• Excellent interpersonal skills and the ability to build rapport with diverse stakeholders.
• Demonstrated ability to handle confidential information with discretion.
• Proactive, resourceful, and possess a strong problem-solving aptitude.
• Ability to adapt to changing priorities and work effectively in a dynamic environment.
• Experience coordinating complex travel arrangements and managing executive calendars.
• Familiarity with Silicon Valley business culture is a plus.

• Manage complex calendars, schedule meetings, and coordinate travel arrangements (flights, accommodations, ground transportation).
• Prepare correspondence, reports, presentations, and other documents with a high degree of accuracy.
• Screen and prioritize incoming communications, including emails and phone calls.
• Organize and maintain confidential files and records.
• Coordinate meeting logistics, including room bookings, catering, and agendas.
• Process expense reports and manage departmental budgets.
• Act as a liaison between executives and internal/external stakeholders.
• Conduct research and gather information as needed for executive projects.
• Assist with event planning and coordination for team or company events.
• Anticipate the needs of the executives and proactively address them.

• High school diploma or equivalent; Associate's or Bachelor's degree preferred.
• Minimum of 5 years of experience providing administrative support to senior executives.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities with meticulous attention to detail.
• Discretion and ability to handle confidential information.
• Experience with calendar management and travel coordination.
• Ability to work independently and as part of a team in a fast-paced environment.
• Proactive problem-solving skills and resourcefulness.
• Professional demeanor and interpersonal skills.
• This position is based on-site in San Jose, California, US .