DescriptionPay Range: $39.58 - $47.49 / HR (DOE) Location: Corporate Office, 3090 Independence Dr., Livermore, CA 94551Restoration Management Company expects each, and every employee to embrace and apply in their daily activities the following company CORE VALUES: Teamwork, Integrity, Quality, Humility and Safety. These, in addition to the requirements listed below, are essential to the success of your career with Restoration Management Company.
Job SummaryThe Executive Administrative Assistant performs a variety of complex, highly sensitive and confidential administrative support activities. The Executive Administrative Assistant exercises good judgment in a variety of situations, working closely with the executive leadership team as well as other management staff. This position reports directly to the Senior VP of People Administration.
Key ResponsibilitiesCore responsibilities for the position are as follows:
- Manage office of CEO - serves as primary point of contact for internal and external customers on matters pertaining to assigned executive office.
- Acts as communication arm for CEO with staff & stakeholders.
- Drafts correspondence, speeches, letters, and other formal CEO company communications.
- Provides administrative support and calendar management (business and personal), including scheduling meetings, coordinating events, organizing travel, emailing, copying, scanning, and filing.
- Meeting management scheduling, coordination, and preparation of executive team meetings including distribution of agenda, preparation of minutes, tracking action items for follow-up.
- Oversee event and travel planning to ensure integrated content and message management that takes full advantage of the opportunity.
- Works with CEO's direct reports to ensure projects are delivered on time; assumes oversight of projects when CEO is unavailable.
- May attend meetings on behalf of CEO, when necessary.
- Prepares reports, presentations, and financial data from gathered data for executive management meetings.
- Conducts research, presents findings, and prepares reports and/or spreadsheets for presentation.
- Resolves concerns and complaints in a timely and accurate manner, following up with appropriate senior staff members to obtain detailed information.
- Provides a bridge for smooth communication between the executive office, executive leadership team and other departments.
- Gathers and analyzes data on a variety of administrative and policy matters; prepares and presents findings.
- Handles information of a highly confidential and critical nature on a regular basis.
- Fosters positive relationships while interacting with staff and various levels of management from within and outside the organization.
- Builds strong relationships within organization to ensure efficient and effective collaboration, ensuring a high performance, customer service-oriented work environment.
- Interprets policies, procedures, laws, and regulations in response to inquiries and complaints, refers inquiries as appropriate.
Experience/RequirementsThe position of Executive Administrative Assistant requires the following:
- Proven experience in an executive administrative or administrative role for a mid- to large-sized business.
- Able to work under pressure with tight, often shifting, deadlines.
- Knowledgeable in office administration and management practices and procedures.
- Develop and execute a consistent high-volume communication strategy from the Office of the CEO in partnership with internal communications, marketing, and senior management.
- Executive presence and personal impact, demonstrating comfort speaking internally or externally on behalf of the CEO.
- High level communication & interpersonal skills (i.e., listening, tact, diplomacy, negotiation, problem-solving, emotional intelligence, judgement, decision-making) across all levels of the organization.
- Excellent written and verbal skills.
- Keen attention to detail and accuracy.
- Strong knowledge, ability, and proficient use of MS Office (Word, Excel, PowerPoint, Outlook)
- Ability to anticipate executive needs, collecting and preparing information for review and action.
- High levels of cognitive flexibility; comfortable switching between strategic and operational thinking
- Perform research and analysis, articulate findings, make recommendations.
- Strong organizational skills that reflect ability to prioritize multiple tasks and meet deadlines.
- Sensitive to matters of highly confidential nature; maintains poise and professionalism.
- Work cooperatively with other departments.
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 vehicles. Possibility of attending out-of-town training or conferences.
Additional InformationLocation Corporate (Livermore)
TerritoryFull-Time/Part-Time Full-Time
Exempt/Non-Exempt Non-Exempt
Req Number COR-26-00006
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
This position is currently accepting applications. 
