Executive & Operations Assistant

System Pavers•Orange, CA

16h•Onsite

About The Position

We are seeking an experienced, highly organized, and forward-thinking Executive Assistant & Office Operations Coordinator to support both the Southern California corporate/field office and the company’s Executive Leadership Team. This role is a trusted partner to top decision-makers, providing the administrative backbone that enables leaders to focus on operating and building the Company. You will interface daily with the Company’s executive leadership and operating team in Southern California, gaining insight into company priorities and helping to drive success for System Pavers. In addition to executive administrative support, this role will oversee day-to-day office operations, ensuring a seamless, efficient, and professional work environment in the Orange, California office location. Responsibilities include managing office logistics, vendor relationships, facilities coordination, and supporting a positive and productive workplace experience for both corporate and field teams.

Requirements

Strong organizational skills required
7+ years of administrative or executive assistant experience, including direct support of senior or C-level executives.
Demonstrated ability to partner with and influence top executives while maintaining professionalism and discretion.
Excellent written and verbal communication skills with the ability to adapt style for executive audiences.
Exceptional organizational and time-management abilities, with a proven track record of managing competing priorities in fast-paced settings.
Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and the ability to quickly learn about other business systems and tools.
Professional demeanor with strong interpersonal skills to build trust and communicate effectively across all levels of the organization.
Periods of time sitting at a desk and working on a computer.
Must be able to lift to 15 pounds at times (such as moving office supplies, files, or small office equipment).
Occasional standing, walking, bending, or reaching to maintain office organization or assist with event setup.
Ability to move throughout the office to support staff, prepare meeting spaces, and coordinate supplies or materials.

Responsibilities

Executive Partnership: Serve as a trusted assistant to the Executive Leadership Team by anticipating needs, proactively solving problems, and ensuring leaders are fully prepared for meetings, presentations, and business travel.
High-Level Calendar & Prioritization Management: Own executive schedules, manage shifting priorities, and act as a gatekeeper to maximize the productivity and impact of leadership time.
Meeting & Strategy Support: Coordinate and prepare materials for board meetings, executive reviews, and strategic planning sessions. Compile and synthesize information into clear, actionable briefings, document key decisions, and drive follow-through on next steps.
Executive Communications: Draft and edit high-level correspondence, summaries, and announcements for senior leaders.
Leadership Event Planning: Support planning and execution of leadership offsites, all-hands meetings, and company-wide events, managing logistics and ensuring a seamless, high-quality experience.
Office Operations Management: Oversee all day-to-day office operations for the Southern California headquarters, ensuring a professional, organized, and efficient work environment. Manage office costs, supplies, space planning, and overall workplace functionality. Ensure accurate and timely mail distribution to local departments.
Vendor & Facilities Management: Own relationships with office vendors, service providers, and building management. Coordinate maintenance, repairs, and workplace services to ensure smooth and uninterrupted operations.
Workplace Experience & Culture: Support a positive and engaging office environment by helping to coordinate in-office activities, employee experience efforts, and ensuring the office is welcoming for employees, candidates, visiting shareholders, and customers.
Travel & Expense Coordination: Arrange executive travel, balancing cost, convenience, and scheduling needs. Process expense reports as needed by executives with accuracy and timeliness.
Relationship Management: Act as a liaison between the executive team and internal/external stakeholders, building trust while protecting leadership time and priorities.
Confidential Records & Information Management: Handle sensitive and proprietary information with discretion while helping to maintain highly organized digital filing systems.
Cross-Functional Collaboration: Partner with HR, Technology, Operations, Marketing, and other teams to support key initiatives, welcoming new local employees, and execution of company priorities.
Process & Efficiency Improvements: Identify opportunities to streamline administrative and office operations; implement improvements that enhance productivity and scalability.
Additional Responsibilities: Perform other duties as assigned to support leadership and business needs.
E-commerce support: Provide local, logistical support for our Marketing e-commerce operations as needed.