Executive Administrative Assistant

1 week ago

Livermore, United States Restoration Management Company Full time
We are RMC

Interested in working for a company that is dedicated to serving communities through the restoration of homes and businesses? A company that provides opportunities for advancement while learning alongside a group of experienced, dedicated, skilled remediation leaders? Restoration Management Company is that company. Founded on the premise of hard work, dedication, and commitment to its employees, the expansion of our services throughout the Western States has only been possible through the growth, development, and advancement of our employees

Description

Pay Range: $33.79 - $50.70 Hourly (DOE)

Restoration Management Company expects each, and every employee to embrace and apply in their daily activities the following company CORE VALUES: Safety, Quality, Humility, Integrity, and Team Spirit. These, in addition to the requirements listed below, are essential to the success of your career with Restoration Management.

Job Summary

The Executive Administrative Assistant to provides comprehensive administrative support to ensure efficient operation of the executive office. This role is essential in managing schedules, tracking action items, and following up on critical tasks to keep high-priority projects on track. Additionally, this position performs traditional administrative duties to ensure the seamless flow of information and communication within the department and with key stakeholders. This role demands discretion, organization, and initiative to manage multiple priorities independently while performing complex and confidential administrative support activities.

Key Responsibilities for the position include:

Executive Support
  • Time and Meeting Management: Optimize executive time through proactive scheduling, preparation of materials, and seamless coordination of meetings, ensuring follow-up on key actions and initiatives.
  • Communication and Liaison: Act as the communication arm for the executive, fostering clear and consistent messaging with staff, stakeholders, and clients. Serve as the primary point of contact for matters related to the executive office, ensuring all interactions are professional, clear, and productive.
  • Discretion and Integrity: Handle sensitive and confidential information with the utmost discretion, maintaining compliance with company policies and ensuring trustworthiness in all interactions.
  • Research and Reporting: Conduct research, analyze data, and prepare polished reports, presentations, and spreadsheets to support executive decision-making and initiative tracking.
  • Issue Resolution: Address concerns and complaints promptly, coordinating with relevant staff to deliver timely and accurate solutions.
  • High-Level Communication Skills: Employ advanced interpersonal skills, including diplomacy, emotional intelligence, and decision-making, to build trust and rapport across all organizational levels.
  • Strategic and Operational Flexibility: Transition seamlessly between strategic initiatives and operational tasks, ensuring alignment with executive priorities and goals.
  • Relationship Building: Cultivate strong organizational relationships to promote collaboration and maintain a high-performance, customer-focused work environment.
  • Attention to Detail: Ensure accuracy and thoroughness in all tasks, communications, and deliverables to maintain organizational excellence.
General Administrative Duties
    • Comprehensive Support: Manage calendars (business and personal), schedule meetings, coordinate travel, and handle all administrative tasks, including emailing, copying, scanning, and filing.
    • Communication Management: Screen and prioritize phone calls and email correspondence to ensure timely responses to critical matters.
    • Professional Correspondence: Draft formal communications, letters, and other documents with accuracy and professionalism.
    • Office Operations: Maintain office equipment, coordinate repairs, and manage supply inventory to ensure smooth functionality.
    • Task Prioritization: Effectively juggle multiple tasks and deadlines with strong organizational skills.
    • Visitor Experience: Welcome and assist visitors to the executive office, ensuring a professional and accommodating environment.
    • Office Coordination: Act as the point of contact for office staff, providing support and ensuring efficient operations.
Meeting and Project Management
  • Meeting Coordination: Schedule, organize, and prepare materials for meetings, including agendas, presentations, and necessary documents, to ensure alignment and productivity.
  • Minutes and Action Tracking: Attend meetings to record and distribute accurate minutes, highlighting key action items, deadlines, and responsibilities. Track progress on actions, proactively follow up, and remind executive staff of outstanding tasks to ensure timely completion and forward movement on initiatives.
  • Progress Monitoring: Maintain a clear overview of the status of prior meetings and initiatives, providing reminders and updates to drive continued progress and accountability.
  • Logistics Management: Arrange and manage logistics for virtual or in-person meetings, ensuring all details (e.g., venue, technology, or virtual platform) are handled effectively.
  • Record Keeping: Maintain organized, accurate, and secure files and databases related to projects, contacts, and actions to support decision-making and streamline workflows.
  • Project Oversight: Utilize project management tools (e.g., Asana, Trello) to monitor and track tasks, ensuring accountability and clear visibility on project progress.
  • Event and Travel Planning: Coordinate travel and event planning to ensure integrated messaging and efficient use of opportunities to support executive initiatives.
Skills and Competencies:
  • Organizational Excellence: Strong organizational skills to effectively prioritize and manage multiple responsibilities, serve as the primary point of contact for internal and external stakeholders, and maintain structured workflows.
  • Attention to Detail and Proactive Planning: High attention to detail with the ability to anticipate needs, track action items, provide timely reminders, and ensure task completion to meet executive priorities and deadlines.
  • Advanced Communication Skills: Exceptional written and verbal communication abilities for drafting concise, professional correspondence, reports, and presentations. Capable of clear and effective communication across all levels of the organization.
  • Technological Proficiency: Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with experience using project management tools (e.g., Asana, Trello) and scheduling platforms. Familiarity with industry-specific software (e.g., Xactimate) is a plus.
  • Critical Thinking and Problem-Solving: Strong analytical skills to evaluate data, identify challenges, and recommend actionable solutions.
  • Interpersonal Effectiveness: Professional demeanor with excellent interpersonal skills to build and maintain relationships with staff, stakeholders, and clients, fostering a collaborative and productive environment.
  • Adaptability and Cognitive Flexibility: Ability to seamlessly transition between strategic initiatives and operational tasks, handling dynamic priorities in a fast-paced environment.
  • Discretion and Integrity: Demonstrated ability to manage sensitive and confidential information with the utmost integrity and discretion.
Experience and Requirements:

Education: High school diploma required; associate degree or coursework in business administration, Certified Administrative Professional (CAP), and/or project management preferred.
  • Experience: 6 years with a minimum 3-4 years in an executive or senior-level administrative support role, preferably with experience in fast-paced or dynamic environments.
  • Industry Knowledge: Experience within the restoration industry or a similar high-demand sector is a plus but not required.
  • Software Knowledge: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiar with project management software (e.g., Asana, Trello) and Xactimate or similar software (preferred but not required).
  • Preferred Bilingual Skills: English/Spanish proficiency is a plus.
Safety Requirements:
  • Regulatory Requirements: Adhere to all local, state, and federal safety regulations, including OSHA and EPA standards.
  • Personal Protective Equipment (PPE): Required PPE may include gloves, masks, goggles, hard hats, and safety footwear. All employees must wear PPE as required for their specific roles and job site conditions.
  • Ergonomic Practices: Practice ergonomic principles to prevent musculoskeletal disorders. This includes proper desk setup, using adjustable chairs, and maintaining good posture while seated.
  • Office Safety Protocols: Adhere to established office safety protocols to maintain a secure work environment. This includes the following guidelines for the proper use of office equipment and ensuring that workspaces are free from clutter to prevent trips and falls.
  • Safety Training: Complete all mandatory safety training sessions, including but not limited to hazard communication, emergency response, and safe equipment handling.
  • Reporting Safety Concerns: Ability to identify and immediately report any unsafe conditions, hazards, incidents or injuries to supervisors without fear of retaliation.
  • Emergency Procedures: Familiarize yourself with emergency procedures relevant to your specific job site, including evacuation routes, and emergency contacts.
Physical Requirements

General Physical Abilities:
  • Lifting and Carrying: Ability to lift and carry materials or equipment weighing up to 25 lbs. regularly and up to 50 lbs. with assistance.
  • Physical Activities: Ability to perform tasks that require, walking, bending, reaching, crouching, kneeling, climb, squat, crawl, lift above shoulder, reach, and twist.
  • Sitting and Standing: Prolonged sitting or standing required (in office, driving and/or at job sites). Regular alternating between sitting and standing
  • Repetitive Motions: Continuous repetitive motion and tasks involving L/R hand movement (computer/mouse), wrists, or arms (e.g., typing, data entry).
  • Machinery Operation: Capacity to operate machinery and tools as required by job tasks, which may involve fine motor skills and hand-eye coordination.
  • Visual Ability: requirement for clear vision (e.g., close work, computer use, eye coordination)
Working Conditions

Office Environment:
  • Indoor office setting for corporate roles, including working with standard office equipment (computers, phones, printers). May involve regular meetings, (in person or zoom) and collaboration with team members.
Field Environment:
  • Outdoor fieldwork at restoration sites, which may include residential, commercial, or industrial properties. Duties may involve exposure to different weather conditions (sun, rain, snow, heat).
Hazardous Environments:
  • Potential exposure to hazardous materials, chemicals, or contaminants specific to restoration work, requiring strict adherence to safety protocols and use of PPE.
  • Work after hours and weekends given our 24/7 business operations
Travel Requirements:
  • May include travel to and from job sites, requiring the use of company/personal vehicles. Possibility of attending out-of-town trainings, meetings, and conferences.
  • This position requires travel of up to 30% of the time, reflecting the demands of our 24/7 industry.


Additional Information

Location
Corporate (Livermore)

Territory

Full-Time/Part-Time
Full-Time

Exempt/Non-Exempt
Non-Exempt

Req Number
COR-24-00010

About the Organization
Restoration Management Company, Northern California's largest emergency service / restoration company is a growing, profitable, privately held company headquartered in Livermore, California. Established in 1985, Restoration Management Company has been providing reliable, year round emergency service, 24-hours-a-day for water, smoke and environmentally damaged property - to commercial, industrial, and residential clients.

We offer:

- Full-time positions;

- Opportunity for advancement;

- Competitive benefits (medical, dental, vision, EAP, 401k and matching, and life insurance)

- PTO

- Paid holidays

- Competitive salaries

EOE Statement
We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.

This position is currently accepting applications.

  • Administrative Professional for Executive Team

    1 week ago

    Livermore, California, United States Specialty Construction Management Full time

    Job DescriptionWe are seeking a highly skilled and organized Administrative Professional to join our team as a High-Level Administrative Specialist. The successful candidate will be responsible for providing executive-level support to our management team.Key Responsibilities:Manage day-to-day administrative tasks, including correspondence and calendar...

  • Executive Assistant

    2 weeks ago

    Livermore, California, United States Specialty Construction Management Full time

    We are seeking a highly organized and detail-oriented Executive Assistant - Operations to join our team at Specialty Construction Management.About the CompanyOur company specializes in construction management and works with HOA's to achieve highest property values and smooth running properties most cost effectively.The salary for this role is estimated to be...

  • Executive Support and Accounting Assistant

    2 weeks ago

    Livermore, California, United States Specialty Construction Management Full time

    Job OverviewWe are seeking an experienced Administrative Professional to join our team as a High-Level Administrative Specialist. In this role, you will provide executive-level support to our management team.The ideal candidate will have previous experience in a similar role, with strong organizational skills and the ability to prioritize tasks...

  • Administrative Support Specialist

    1 week ago

    Livermore, California, United States Specialty Construction Management Full time

    Specialty Construction Management is seeking an experienced Administrative Support Specialist to provide high-level administrative support for an Executive. About the RoleThe ideal candidate will have previous experience as an executive secretary, administrative assistant or in other related fields and possess strong organizational skills.The salary range...

  • Executive Support and Accounting

    36 minutes ago

    Livermore, United States Specialty Construction Management Full time

    Job DescriptionJob DescriptionWe are seeking an Executive Support And Accounting to join our team! You will provide high-level administrative support for an Executive at our company.Responsibilities:Handle administrative needs of ExecutiveArrange conference calls and meetingsPlan work-related travel detailsReceive visitorsTrain and supervise lower-level...

  • Administrative Assistant 1

    4 weeks ago

    Livermore, United States The Wine Group Full time

    And activities may change based on business needs QUALIFICATIONSA minimum of 3 years administrative experience Advanced computer skills in Microsoft Office Suite, and internet research skills Excellent verbal and written communication skills, includi Administrative Assistant, Administrative, Assistant, Manufacturing, Skills Learn More

  • High-Level Administrative Specialist

    1 week ago

    Livermore, California, United States Specialty Construction Management Full time

    Job SummaryWe are seeking a seasoned Administrative Professional to join our team as a High-Level Administrative Specialist. This role requires exceptional organizational skills, attention to detail, and excellent communication abilities.Main Responsibilities:Support the executive team with administrative tasks, including data entry and...

  • Administrative Assistant

    1 month ago

    Livermore, United States TEKsystems Full time

    Job DescriptionJob DescriptionJob Title: Administrative AssistantJob Description:Are you an organized, detail-oriented professional with a knack for multitasking? Join our dynamic team as an Administrative Assistant and be the backbone of our operations! You'll play a vital role in ensuring our facility runs smoothly and efficiently. Your key...

  • Administrative/ Human Resources Assistant

    4 weeks ago

    Livermore, United States Shepherds Gate Full time

    About the Organization Our Ministry:Shepherd's Gate has positively impacted women and children in crisis for over 35 years. We provide an exceptional year program for the women and the children we serve. We have well-respected staff that changes lives through the work they do. Are you passionate about seeing lives restored through Jesus? Do you have a heart...

  • Administrative/ Human Resources Assistant

    3 months ago

    Livermore, United States Shepherd's Gate Full time

    About the Organization Our Ministry: Shepherd's Gate has positively impacted women and children in crisis for over 35 years. We provide an exceptional year program for the women and the children we serve. We have well-respected staff that changes lives through the work they do. Are you passionate about seeing lives restored through Jesus? Do you have a...

  • Human Resources Administrative Assistant

    3 weeks ago

    Livermore, California, United States Shepherd's Gate Full time

    About Shepherd's Gate Ministry">We are a faith-based organization that provides a range of services to women and children in crisis.Our mission is to provide hope, healing, and restoration to those in need.We are seeking an Administrative Assistant to join our team of compassionate and dedicated professionals.The successful candidate will be responsible for...

  • Chief Financial Administrator

    2 weeks ago

    Livermore, California, United States Specialty Construction Management Full time

    Job SummaryWe are seeking a highly motivated Chief Financial Administrator to lead our financial operations. As a key member of our leadership team, you will be responsible for developing and implementing financial strategies, overseeing financial reporting, and providing strategic guidance to management.Key Responsibilities:Develop and execute comprehensive...

  • Stock Plan Administrator

    2 days ago

    Livermore, United States FormFactor Full time

    Position: Stock Plan AdministratorLocation:Livermore, CAJob Id: 5702# of Openings: 1Stock Plan Administrator FormFactor, Inc. Livermore, CAIn a world driven by the increased demand of technology, semiconductor manufacturers require a trusted partner to pioneer the frontiers of advanced integrated circuits (ICs). FormFactor, Inc (FFI) is the world's...

  • Stock Plan Administrator

    1 month ago

    Livermore, United States FormFactor Full time

    Stock Plan Administrator FormFactor, Inc. Livermore, CA In a world driven by the increased demand of technology, semiconductor manufacturers require a trusted partner to pioneer the frontiers of advanced integrated circuits (ICs). FormFactor, Inc (FFI) is the world's leading supplier of semiconductor test and measurement products that power electronic...

  • Administrative Support Specialist

    1 week ago

    Livermore, California, United States AMS Full time

    We are seeking a highly motivated and experienced Administrative Assistant to join our team in the Livermore, CA office.">Job OverviewThe Senior Administrative Assistant will provide overall corporate administrative support and report directly to the Vice President of Administration.

  • Administrative Support

    2 days ago

    Livermore, United States Les Schwab Tire Center Full time

    Job Description: Sales & Administration (Clerical & Sales Support) The Sales & Administration position is responsible for performing Administration duties related to store accounting and operations, assisting in the sales of tires and wheels to customers, providing excellent customer service and completing work according to company policies, procedures, and...

  • Administrative Support Professional

    1 month ago

    Livermore, California, United States TEKsystems Full time

    About the RoleWe are seeking a highly organized and detail-oriented Administrative Support Professional to join our team in Livermore, CA. As an Operations Assistant, you will play a vital role in ensuring the smooth operation of our facility.

  • Employee Stock Plan Administrator

    7 days ago

    Livermore, California, United States FormFactor Full time

    Job DescriptionWe are looking for an Employee Stock Plan Administrator to join our team at FormFactor. In this role, you will be responsible for managing and administering our company's stock plans, including processing stock option grants, exercises, and cancellations. You will also work with internal and external stakeholders to ensure accurate and timely...

  • Jaguar/Land Rover Sales Executive

    4 weeks ago

    Livermore, United States Umansky Auto Group Full time

    We are looking for aspiring professionals, who want to be part of a growing team and learn what it takes to become a true sales executive. If you love fine automobiles and are interested in learning the car business, this is an incredible opportunityNo prior automotive experience or prior sales experience necessary but can be helpfulHospitality or executive...

  • Administrative Support Specialist

    4 weeks ago

    Livermore, California, United States TEKsystems Full time

    Welcome to the Administrative Support Specialist role at TEKsystems! As an Administrative Assistant, you will play a crucial part in supporting our team's operations. Key responsibilities include coordinating schedules, handling customer order cancellations, and managing material orders.Responsibilities:Coordinate schedules for facility production and driver...