Executive Assistant / Office Manager

Executive Assistant / Office Manager

The Executive Assistant / Office Manager serves as the central point of coordination for executive operations and office management, providing high-level administrative, operational, and organizational support to the Sun West Area Managers and senior leadership team. Supporting two Area Managers and other regional leaders, this role is instrumental in ensuring the efficient execution of daily business operations, facilitating effective communication, and enabling leadership to focus on strategic priorities.This position is responsible for managing executive calendars, coordinating meetings and travel, preparing reports, presentations, and correspondence, overseeing office administration, supporting business operations, coordinating employee onboarding, and assisting with business development and special projects. The Executive Assistant / Office Manager serves as a trusted business partner who anticipates leadership needs, exercises sound judgment, maintains the highest level of confidentiality, and effectively manages multiple competing priorities in a fast-paced, collaborative environment. Through proactive planning, exceptional organization, and strong attention to detail, this role helps ensure operational excellence while fostering a professional, service-oriented workplace.

Essential Duties & Responsibilities:

Executive & Administrative Support

• Manage complex executive calendars, schedule meetings, coordinate appointments, and proactively resolve scheduling conflicts.
• Exercise independent judgment in prioritizing executive requests, managing schedules, and resolving administrative matters with minimal supervision.
• Manage executive email correspondence, prioritize communications, and monitor follow-up activities.
• Track executive action items, deadlines, and commitments to ensure timely completion.
• Prepare, draft, edit, proofread, and distribute correspondence, reports, presentations, proposals, meeting agendas, and other business documents.
• Maintain the highest level of confidentiality while handling sensitive information and matters affecting leadership, personnel, and business operations.
• Maintain distribution lists and facilitate communications on behalf of leadership with internal and external stakeholders.
• Assist leadership with special projects, research assignments, and continuous process improvement initiatives.
• Perform other duties and special projects as assigned.

Meeting, Travel & Event Coordination

• Coordinate internal and external meetings, including scheduling, conference room reservations, virtual meeting platforms, meeting materials, catering, and attendee communications.
• Prepare meeting agendas, record meeting minutes, maintain decision and action logs, and follow up on assigned action items.
• Coordinate domestic travel arrangements, including flights, lodging, ground transportation, and detailed travel itineraries.
• Coordinate registrations and participation in industry conferences, professional associations, networking events, client meetings, and other business functions.
• Lead the planning and execution of leadership meetings across various time zones, corporate events, employee engagement programs, executive recognition initiatives, community outreach efforts, and client functions, including calendar coordination, vendor management, budgeting, logistics, and post-event reporting.

Office Management & Operations

• Manage the daily operations of the Glendale office, ensuring a professional, organized, efficient, and welcoming work environment.
• Coordinate office supplies, equipment, facilities, vendors, mail services, and workspace logistics.
• Maintain organized filing systems, document management platforms, and records retention in accordance with company policies and procedures.
• Assist with employee communications, training coordination, and other office-related administrative activities as assigned.

Business Operations & Financial Administration

• Prepare and process expense reports, purchase requisitions, and other administrative documentation.
• Support monthly invoicing activities, including invoice preparation, review, tracking, and coordination with project teams and Accounting.
• Support contract administration, document control, and maintenance of business records in accordance with company procedures.
• Assist with departmental budget tracking, administrative reporting, and operational reporting as requested.
• Assist in the management and maintenance of CRM databases, ensuring data accuracy, monitoring client and project information, tracking business opportunities, and generating reports to support business development and client relationship management.

Human Resources & Onboarding Support

• Coordinate onboarding activities for new employees by partnering with Hiring Managers, Human Resources, Payroll, and IT to ensure a seamless and successful onboarding experience.
• Provide administrative support for employee-related initiatives and office personnel activities as assigned.

Business Development Support

• Support business development initiatives through proposal coordination, client event planning, CRM updates, and administrative support for marketing and pursuit activities.

Professional Expectations

• Demonstrate exceptional professionalism, initiative, adaptability, sound judgment, discretion, and executive presence while managing multiple priorities in a fast-paced environment.
• Build and maintain positive working relationships across all levels of the organization while delivering exceptional customer service to internal and external stakeholders.
• Represent the organization with integrity, professionalism, and a commitment to operational excellence.

Minimum Qualifications:

• Bachelor's degree in Business Administration, Communications, Management, or a related field and a minimum of five (5) years of executive-level administrative experience; or a high school diploma (or equivalent) with a minimum of ten (10) years of progressively responsible executive administrative experience supporting senior leadership.
• Demonstrated experience supporting multiple executives in a fast-paced, professional environment, including executive calendar management, travel coordination, meeting planning, correspondence, presentations, and preparation of business documents.
• Experience managing office operations and business administration, including document control, records management, contract administration, invoice review, purchase requisitions, vendor coordination, and employee onboarding.
• Experience planning and coordinating executive meetings, company events, client functions, and employee engagement activities, including logistics, budgeting, and vendor management.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams). Experience with SharePoint, Adobe Acrobat Pro, DocuSign, Smartsheet, Deltek, or similar business applications is required.
• Exceptional written, verbal, and interpersonal communication skills with the ability to communicate effectively and build positive working relationships.
• Strong organizational, analytical, and problem-solving skills with the ability to prioritize competing priorities, manage multiple deadlines, exercise sound judgment, and maintain confidentiality.
• Self-motivated, highly organized, detail-oriented, adaptable, and capable of working independently while contributing effectively as a collaborative member of a high-performing team.
• Demonstrated executive presence with the ability to represent senior leadership professionally, exercise discretion, foster positive relationships, and deliver exceptional customer service.

Preferred Qualifications:

• Experience supporting executive leadership within the architecture, engineering, construction (AEC), construction management, or professional services industry.
• Experience supporting business development activities, including proposal coordination, CRM management, client events, and marketing pursuits.
• Experience coordinating office operations for a regional or multi-office environment.

Benefits

Vanir offers a comprehensive, competitive benefits package that includes 401(k) Savings with employer matching contributions, medical, dental, vision, health savings account (HSA) with employer contributions, life, AD&D and disability benefits, flexible spending account (FSA), voluntary benefits, Teladoc, pet insurance, paid time off, national employee assistance program (EAP) and employee referral program.