Executive Administrator

ALERTWest is a state-of-the-art wildfire detection camera system that enables firefighters and first responders to increase their situational awareness and decrease response times in order to save lives, property, and the environment. ALERTWest utilizes a collaborative model to partner with various agencies to stand up one of the largest fire camera networks in the country, with over 1,000 Pan-Tilt-Zoom (PTZ) cameras in our network. With advanced artificial intelligence (AI) technology at our disposal, our system can detect new incidents and their locations quickly. Summary The Executive Administrator supports ALERTWest’s growth by serving as a strategic extension of the VP of Operations, driving day-to-day execution across operations, communications, and organizational priorities. It ensures alignment between leadership direction and cross-functional delivery, maintaining momentum on key initiatives in a fast-moving environment. This position operates at a high level of ownership and discretion, managing executive priorities, coordinating internal efforts, and supporting how ALERTWest communicates and executes both internally and externally. Additional information This position is a full-time position on-site at our office in Chico, CA. This role requires on-site presence and does not offer remote work options A typical work week is 8 hours daily Monday through Friday with occasional overtime All job offers are contingent upon applicant passing a post-offer, pre-employment background check, non-arduous physical, and drug/alcohol screening Occasional travel required for in-person client trainings, site visits, and industry conferences Essential Job Functions This section contains a non-comprehensive list of duties. The omission of a specific job function does not prevent an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower-level duties may be required. Executive Operations & Strategic Support Serve as the primary administrative and operational support to the VP of Operations Manage executive priorities, calendars, and scheduling to optimize time and focus Track and coordinate progress on initiatives, ensuring deadlines and deliverables are met Coordinate cross-functional efforts to maintain alignment and execution across teams Prepare materials for executive meetings, presentations, and strategic discussions Support special projects and initiatives as directed by leadership Help prioritize competing initiatives based on business impact Marketing, Communications & Brand Execution Oversee internal marketing and communications initiatives aligned with leadership strategy and organizational priorities Manage social media strategy, content calendars, and publishing Develop and produce company materials, including one-pagers, presentations, and collateral Oversee website content, updates, and ongoing maintenance Maintain consistent messaging across internal and external communications Coordinate partner communications, including joint announcements and press materials Ensure brand consistency across all digital and print assets Conferences, Events & Travel Coordination Plan and/or organize conferences, trade shows, and industry events Execute and Coordinate booth operations, materials, shipping, and on-site coordination Build and manage detailed executive travel itineraries Coordinate flights, hotels, transportation, and schedules Serve as the primary point of contact for event organizers and vendors Schedule and coordinate internal and external meetings, including catering, site preparation, and logistics for client and vendor visits Budget, Purchasing & Operational Oversight Organize and coordinate marketing and operational budgets, including expense tracking, allocation of current budget funds, and reconciliation & reporting Manage purchasing of marketing materials, supplies, and event needs 5+ year of executive assistant experience High School diploma or GED certificate, Bachelor’s degree in related field (strongly preferred) Proven experience managing internal communications with selective external coordination Exceptional writing, editing, and presentation skills, with the ability to tailor messaging for diverse audiences Highly organized and detail-oriented, with a proven ability to manage multiple priorities and deadlines effectively Proven success operating independently in fast-paced start-up environment Extensive experience working directly with executive leadership to support strategic objectives Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) Experience managing internal Wikis, Canva, Adobe creative, social media (Facebook, Instagram, LinkedIn, Twitter-X, YouTube), and project management tools such as Monday.com or similar platforms Ability to travel if required Performance Competencies Maintains strong accuracy and attention to detail while effectively prioritizing tasks and meeting deadlines. Communicates clearly and professionally in both written and verbal formats Demonstrates responsiveness and professionalism in all client interactions Contributes to team objectives through active collaboration and support Adapts quickly to changing priorities and evolving business needs Identifies issues proactively and recommends effective solutions Follows established processes to ensure efficiency and consistency in workflows and documentation Represent ALERTWest’s mission and values in all customer and stakeholder interactions Physical Requirements Ability to sit for extended periods of time and use repetitive motions including writing and typing Specific vision requirements include close, distant, and peripheral vision, depth perception, and focus adjustment Requires use of near vision with or without correction, and an ability to see details at close range (such as using a computer monitor, reading reports, etc.) Use of computer systems, video displays, keyboard, mouse, and other peripherals for prolonged periods of time Use of hands to hold, grip, carry, and physically interact with objects, tools, or controls Must be able to navigate all areas of the office, occasionally including areas accessible only by stairs Travel to customer locations, trade shows, and company events, which may require driving or extended periods of standing and walking Occasionally may require carrying, lifting, pushing and/or pulling objects up to 50 pounds Benefits Our facilities include an on-site cafeteria with daily lunches ALERTWest offers a comprehensive benefits program to all eligible employees. Benefits include: Group Medical and Dental group insurance, Life Insurance 401k - currently 4% employer match, Sick and Vacation Pay Holiday pay Employee Assistance Program (EAP) Medical benefits without a waiting period (available 1st of month after you start) #J-18808-Ljbffr