Executive Business Office Manager

AMAX•Fremont, CA

11h•$100,000 - $140,000

About The Position

The Executive Business Office Manager is a highly trusted business partner to the Management Team, providing comprehensive executive and business support. The role helps the Management Team manage priorities, communications, relationships, and day-to-day business activities, while translating the President’s directions into actionable plans and ensuring timely execution. It also provides strategic business support through research, analysis, recommendations, and coordination of confidential, high-priority initiatives. The position manages executive appointments, meetings, travel, and competing priorities; prepares meeting materials; documents decisions and tracks follow-up actions; and handles sensitive information with discretion. It represents the Management Team professionally in communications with employees, customers, vendors, business partners, and other stakeholders. The role also coordinates business activities and leadership communications, prepares executive documents, supports company and customer meetings and events, and takes ownership of assigned special projects through completion. AMAX describes itself as a globally recognized provider of GPU-accelerated IT infrastructure, serving industries including AI, cloud computing, autonomous vehicles, and high-performance computing. The company emphasizes a diverse and inclusive team and equal employment opportunity.

Requirements

At least 5 years of experience supporting a President, CEO, owner, or senior executive.
Master’s degree in Business Administration, Engineering, or MIS.
Exceptional organizational and time-management skills.
Excellent written and verbal communication skills.
Strong business judgment and decision-making abilities.
Ability to maintain strict confidentiality.
Strong attention to detail while keeping overall business priorities in view.
Ability to manage multiple priorities in a fast-changing environment.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Ability to anticipate needs proactively.
Ability to work independently and effectively with limited supervision.

Nice To Haves

Experience working in a small or entrepreneurial company environment is strongly preferred.

Responsibilities

Translate the President’s directions into actionable plans, coordinate responsible departments, and ensure timely execution.
Coordinate with Sales, Engineering, Operations, Supply Chain, Finance, and other management teams to advance company priorities.
Partner with the President to evaluate business opportunities, operational challenges, and growth strategies.
Research market developments, analyze business and financial information, and develop actionable recommendations.
Lead or coordinate confidential, high-priority business initiatives assigned by the President.
Manage appointments, meetings, travel, and competing priorities.
Anticipate upcoming priorities, deadlines, and potential issues.
Prepare for meetings by gathering information, preparing agendas, organizing materials, and providing background.
Attend meetings as appropriate, take notes, document decisions, and track follow-up items.
Ensure commitments and action items are completed.
Handle confidential, sensitive, and proprietary information with discretion.
Represent the Management Team professionally when communicating with employees, customers, vendors, business partners, and other stakeholders.
Communicate information and requests on behalf of the Management Team when appropriate.
Develop and maintain strong relationships throughout the organization.
Assist the Management Team in coordinating day-to-day business activities and priorities.
Follow up with department leaders and employees regarding projects, deadlines, and commitments.
Help keep important company initiatives moving forward.
Coordinate meetings and communications among leadership team members.
Prepare reports, presentations, correspondence, meeting materials, and other executive documents.
Assist with company events, leadership meetings, customer meetings, and special projects.
Take ownership of special projects assigned by the Management Team and manage them through completion.
Draft, edit, and proofread executive correspondence, presentations, reports, and company communications.
Ensure important information reaches appropriate people in a timely manner.
Handle sensitive or difficult communications professionally and diplomatically.