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Executive Support Administrator

2 months ago

Costa Mesa, California, United States ZERO IMPACT ENERGY Full time
Job Overview

As an integral part of the team at ZERO IMPACT ENERGY, the Office Operations Specialist will ensure the seamless functioning of our office environment. This role encompasses a variety of administrative tasks aimed at supporting our organizational objectives and enhancing workplace efficiency.


Key Responsibilities:
  • Provide HR assistance, including onboarding new employees and managing account setups.
  • Oversee building management tasks, including HVAC and plumbing maintenance, while coordinating with contractors for necessary repairs.
  • Assist in the scheduling and organization of executive and director activities, including travel arrangements and accommodations.
  • Maintain inventory of essential office supplies, ensuring all areas are well-stocked.
  • Lead initiatives for document management and office organization to streamline operations.
  • Supervise operations staff to ensure productivity and adherence to company standards.
  • Handle incoming communications, directing inquiries to appropriate personnel.
  • Monitor and order office supplies, including technology and equipment as needed.
  • Conduct interviews and provide training for new office staff, managing their daily responsibilities.
  • Coordinate with cleaning and maintenance services to uphold a safe and tidy office environment.
  • Report on office performance to senior management and collaborate on operational improvements.
  • Perform additional tasks as required.

Qualifications:
  • High school diploma or equivalent; an associate's or bachelor's degree is preferred.
  • Demonstrated experience in administrative roles or office management.
  • Proficient in Microsoft Office Suite and familiar with office equipment.
  • Exceptional verbal and written communication skills, capable of engaging with all organizational levels.
  • Strong organizational abilities, with a knack for prioritizing tasks and managing time effectively.
  • Detail-oriented with a focus on accuracy in documentation and record-keeping.
  • Ability to maintain confidentiality and manage sensitive information responsibly.
  • Flexible and adaptable in a dynamic work environment, managing multiple tasks simultaneously.

Experience and Skills:
  • Ability to interact effectively with individuals at all levels, including senior executives.
  • Familiarity with project management tools is advantageous.
  • Understanding of construction processes and safety regulations is a plus.
  • Process-driven mindset with experience in managing multiple projects concurrently.
  • Strong spelling, grammar, and editing skills are essential.
  • Excellent interpersonal skills and the ability to work both independently and collaboratively.
  • Capacity to build strong relationships across all levels of the organization.

Physical Requirements:
  • Ability to stand, walk, sit, talk, hear, type, and write.
  • Capability to reach, bend, and utilize standard office equipment.
  • Prolonged periods of sitting while working on a computer.
  • Ability to lift files and access office storage.

Note: This job description serves as a general overview of the position and is not an exhaustive list of all responsibilities and skills required.
AAP/EEO Statement:

ZERO IMPACT ENERGY is an equal opportunity employer, committed to fostering a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or any other characteristic protected by law.


Job Type: Non-Exempt Hourly
Pay: $27.00 per hour
Schedule: Full-time, 8-hour shifts, Monday to Friday.