Executive Assistant/ Office Manager
About The Position
MARS Energy Group is seeking an experienced, highly organized, and proactive Executive Assistant / Office Manager to provide high-level administrative support to executive leadership while managing the day-to-day operations of its Sacramento office. This dual-function position suits someone who thrives in a fast-paced environment, creates structure, and helps executives and office operations run efficiently. The role serves as a trusted resource to senior leadership by managing executive schedules, coordinating meetings and travel, overseeing office operations, and assisting with special projects. The position requires anticipating needs, managing competing priorities, exercising sound judgment, and taking initiative with minimal oversight. The position is on-site Monday through Friday in a professional office environment at the company's Sacramento office. Occasional travel to other company locations may be required to support executive leadership, company meetings, events, and business operations.
Requirements
- At least 5 years of experience in executive assistance, senior administrative support, office management, or a related role.
- Experience managing corporate office operations, vendors, and administrative processes.
- Excellent organizational, multitasking, and time-management skills.
- Strong written and verbal communication skills, including the ability to prepare professional correspondence and presentations.
- Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
- Ability to quickly learn and adapt to new technology platforms and business systems.
- Strong attention to detail, problem-solving abilities, and consistent follow-through.
- Ability to exercise discretion and sound judgment when handling confidential or sensitive information.
- Strong interpersonal skills and the ability to communicate professionally with executives, employees, vendors, and external partners.
- Ability to work independently, anticipate needs, and adapt to changing priorities.
Nice To Haves
- Previous experience directly supporting C-suite executives or senior leadership is strongly preferred.
- Experience in construction, energy, professional services, or a multi-entity corporate environment is preferred.
Responsibilities
- Provide direct administrative support to executive leadership, including calendar management, scheduling, meeting coordination, and travel arrangements.
- Manage executive calendars, prioritize appointments, and coordinate schedules across multiple departments and business units.
- Prepare and organize correspondence, presentations, reports, meeting agendas, and other executive materials.
- Coordinate expense reports, travel itineraries, and administrative documentation.
- Track action items, deadlines, and follow-up commitments to keep priorities on schedule.
- Facilitate communication and coordination between executives, internal departments, and external business partners.
- Handle confidential and sensitive information professionally and discreetly.
- Provide additional administrative support to senior leadership as business needs evolve.
- Oversee the daily administrative operations of the Sacramento office to maintain an organized, professional, and efficient workplace.
- Manage office supplies, inventory, purchasing, and vendor relationships.
- Coordinate office maintenance, facilities requests, equipment needs, mail, deliveries, and general administrative services.
- Serve as the primary point of contact for office-related questions, requests, and operational needs.
- Welcome visitors, coordinate guest arrangements, and maintain a professional office environment.
- Coordinate with IT and other departments regarding office equipment, technology needs, and workspace readiness.
- Maintain organized office records, administrative documentation, and established procedures.
- Identify opportunities to improve office processes, organization, and operational efficiency.
- Coordinate executive meetings, leadership gatherings, company events, and office activities.
- Manage meeting logistics, including scheduling, conference room arrangements, materials, and refreshments.
- Assist with planning and coordinating company functions and executive visits.
- Support special projects and administrative initiatives involving multiple departments or business units.
- Coordinate information, schedules, and communications to support timely completion of executive priorities.
- Assist senior leadership with additional projects and administrative responsibilities as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
No Education Listed
