Senior Office Administrator

Location

Walnut Creek, CA | United States

Job description

The Arcticom Group (“TAG”) is a U.S.-based network of commercial and industrial mechanical services companies that provide HVACR service, maintenance, and installation services throughout North America. TAG is committed to being an “employer of choice” and ensuring employees have a home where they can learn and grow. With competitive compensation and an attractive benefits package, TAG is an exciting place to work. 

The Senior Office Administrator is a crucial role to the TAG team. We are looking for an organized professional to provide high-level administrative support to executives within our organization. This position requires a proactive and detail-oriented professional, capable of managing a wide range of responsibilities to ensure the smooth functioning of the executive's office. The Senior Office Administrator serves as the primary point of contact between the executive and internal/external stakeholders, managing communication, scheduling, and various administrative tasks. 

Responsibilities

1. Calendar Management:

• Coordinate and manage the executive's schedule, including appointments, meetings, and travel arrangements.
• Anticipate scheduling conflicts and proactively resolve them to optimize the executive's time.

2. Communication Management:

• Screen and manage phone calls, emails, and other forms of communication.
• Draft and prepare correspondence, reports, and presentations on behalf of the executive.

3. Meeting Coordination:

• Arrange, coordinate, and prepare materials for meetings, conferences, and business events.
• Attend meetings, take minutes, and distribute relevant information to stakeholders.

4. Travel Arrangements:

• Plan and organize domestic and international travel, including flights, accommodations, and transportation.
• Prepare travel itineraries and ensure the executive's travel needs are met.

5. Document Management:

• Maintain and organize confidential files, documents, and records.
• Ensure that important documents are reviewed, signed, and filed appropriately.

6. Task Prioritization:

• Prioritize and manage multiple tasks simultaneously, ensuring deadlines are met.
• Assist in managing projects and initiatives as directed by the executive.

7. Relationship Management:

• Build and maintain positive relationships with internal and external stakeholders.
• Act as a liaison between the executive and various departments within the organization.

8. Expense Management:

• Track and reconcile expenses, ensuring accuracy and compliance with company policies.

9. Confidentiality:

• Handle sensitive information with discretion and maintain a high level of confidentiality.

10. Problem Solving:

• Anticipate challenges and proactively address issues to support the executive's objectives.

Qualifications

• Bachelor's degree in Business Administration, Management, or a related field (preferred).
• Proven experience as an executive assistant or in a similar role.
• Exceptional organizational and time management skills.
• Strong communication skills, both written and verbal.
• Proficiency in office software and tools (e.g., Microsoft Office, Google Workspace).
• Ability to handle high-pressure situations and prioritize tasks effectively.
• Discretion and confidentiality are essential.

Additional Requirements

• Flexibility to work outside regular business hours when necessary.
• This job description is a general overview of the responsibilities and qualifications associated with the Senior Office Administrator role. Additional job duties and requirements may be assigned.
• Onsite work is expected. 

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