Job Details

Office Administrator/Executive Assistant

Clerical, Administrative, Customer Service

Full-Time/Regular

Job Summary

Monday - Friday 8:00 AM - 5:00 PM

Were looking for an organized, detail driven Office Administrator with prior experience as an Executive Assistant or Office Manager. In this role, youll support our leadership team, keep operations running smoothly, and maintain a polished, welcoming office environment. If youre proactive, resourceful, and thrive in a fast-moving environment, wed love to meet you.

What Youll Do:

Executive Support

• Manage dynamic calendars for the leadership team.
• Coordinate travel, expenses, and meeting prep.
• Attend meetings as needed and capture clear, actionable notes.
• Support the Sales team with rebate coordination and special projects.
• Monitor and track incoming requests for quotes, forwarding vetted quotes to the sales team.
• Create and maintain well structured digital and physical filing systems.

Office Operations

• Ensure the office is organized, stocked, and running efficiently every day.
• Oversee office supplies, vendor relationships, and mail distribution.
• Greet visitors and create a positive first impression.
• Manage conference room scheduling and A/V readiness.
• Prepare workspaces and lead onboarding for new hires, including access badges and tours.
• Coordinate lunches, celebrations, team-building activities, and company events.
• Maintain common areas, including the kitchen, coffee stations, and meeting spaces.
• Track Operations departmental spending, maintaining expenses within the department budget, and approving expenses.
• Manage RMA tracking, monthly reporting, and company dashboard updates.
• Support CSR efforts, recycling programs, and other company initiatives.
• Assist leadership with ad hoc projects and quarterly meeting prep.

What You Bring

• 35+ years as an Executive Assistant or Office Manager in a fast-paced environment.
• Exceptional organization, time management, and attention to detailyou thrive on keeping everything moving.
• Strong communication skills and experience creating executive-level presentations.
• Calm under pressure with the ability to shift priorities quickly.
• Strong follow-through and a proactive, solution-oriented mindset.
• Ability to handle confidential information with professionalism.
• Proficiency in Microsoft Office, ERP systems, and Smartsheet.
• Familiarity with CA employment law and onboarding is a plus.
• Bachelors degree preferred; high school diploma or GED required.

EDUCATION & EXPERIENCE

High school or equivalent GED certification required.

COMPENSATION

• The recruiting base salary range for this full-time position is $64,480 - $70,720 / year. Within the range, individual pay is determined by factors, including job-related skills, experience, and relevant education or training. Additionally, this role is bonus-eligible, with a target bonus percentage that provides an opportunity to earn even more based on your performance