Office Manager & Executive Assistant

International Petroleum Produc • San Ramon, CA

4d • $65,000 - $85,000 • Onsite

About The Position

IPAC is seeking an accomplished Office Manager & Executive Assistant to provide trusted administrative support to the CEO, oversee our San Ramon office and support our global sales team. This is a visible position working directly with the CEO, senior leadership and international business partners. It offers broad exposure to the business and the opportunity to become a valued partner in keeping executive priorities, office operations and sales activities organized and moving forward. The successful candidate brings professional polish, confidence and exceptional attention to detail. You anticipate needs, communicate thoughtfully and exercise discretion when handling sensitive business matters. We value someone who builds trust through sound judgment, reliable follow-through and careful management of confidential information.

Requirements

• Minimum of 10 years of relevant office management and executive administrative experience, including support to a CEO or senior executive.
• Excellent judgment, discretion and professionalism when handling confidential information and representing executive leadership.
• Strong Microsoft Office skills, including Excel formulas, lookups and pivot tables.
• Excellent communication, proofreading and organizational skills.
• Ability to anticipate needs, prioritize competing requests and complete accurate work independently.
• Experience managing vendors, invoices, budgets and electronic records.
• Comfortable learning business systems and coordinating with IT and service providers.

Nice To Haves

• CRM, sales reporting, international travel and event coordination experience preferred.
• Privately held company experience and a notary commission are pluses.

Responsibilities

• Coordinate executive calendars, meetings, travel and transportation for the CEO, senior management, visiting employees, customers and suppliers.
• Anticipate administrative needs and ensure meeting materials, itineraries and supporting information are accurate and prepared in advance.
• Prepare and proofread correspondence, presentations, spreadsheets and management reports.
• Track deadlines, action items and outstanding requests, keeping leadership informed of progress and issues.
• Prioritize competing requests and adapt professionally to changing schedules.
• Handle confidential executive correspondence, business records and employee information with discretion.
• Represent the CEO’s office professionally in communications with employees and external business partners.
• Complete special projects and related assignments from the CEO and senior management.
• Coordinate office vendors, service agreements, building maintenance, equipment repairs and telephone services.
• Review office invoices for accuracy and submit them to Accounts Payable; monitor service usage, including copier contract limits.
• Manage supplies, business cards, postage, mail and shipping; track spending and provide management updates.
• Maintain the staff directory, organizational chart and organized office records.
• Administer employee badges and coordinate office access and alarm system needs.
• Distribute building announcements and coordinate safety communications and training with the designated safety lead.
• Support Accounts Payable with scanning, filing and document storage.
• Identify and recommend practical improvements to office processes.
• Maintain sales opportunities and prospect information in IPAC’s CRM, working with the VP of Global Sales to improve tracking and reporting.
• Prepare monthly opportunity reports using information provided by the sales team.
• Coordinate with the technical sample manager and sales representatives to track sample requests, follow-up feedback and resulting sales.
• Prepare quarterly summaries of sample activity and outcomes.
• Coordinate customer pricing updates through eChempax, checking submissions for completeness and routing them for management review and final approval.
• Prepare accurate sales reports and presentations using Excel, PowerPoint and other Microsoft tools.
• Maintain the master calendar for trade shows, conferences, sales meetings and company events.
• Coordinate registrations, attendees, travel, accommodations, transportation, booths and sponsorships.
• Track approved budgets, commitments and attendee expenses; submit payment requests through established approval procedures.
• Compile sales team feedback and opportunity results for management’s review of event outcomes and return on spending.
• Research venues and accommodations for holiday parties and sales meetings, prepare proposals for CEO approval and coordinate approved arrangements.
• Coordinate onboarding paperwork and checklists under Finance/HR direction, maintaining confidentiality and appropriate access.
• Coordinate office arrangements with the relevant teams.
• Follow up on outstanding items, return completed checklists and escalate issues promptly.

Benefits

• Medical, dental and vision coverage.
• 401(k) retirement plan with company match.
• Paid time off and paid holidays.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed