Office Manager / Executive Assistant

Job Description

Job Description

ABC NorCal is looking for an experienced / dedicated Office Manager / Executive Admin to join and support our NorCal team. This role is an essential part of our ABC Management team.

This role is the operational center of the office. It provides executive-level support to the President/CEO, board members, and senior leaders — correspondence, presentations, reports, contracts, budgeting, travel, and Board of Directors activities — while running day-to-day office and facility operations and carrying core HR, , and compliance functions.

Much of the work is highly confidential and time sensitive. Interactions require tact, diplomacy, discretion, and sound judgment. The role works with substantial independence and is expected to meet a consistently high standard of quality.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive and Board Support

·    Provide primary administrative support to the President/CEO, board members, and executives, including special projects and assignments.

·    Manage the CEO’s calendar; arrange appointments and meetings and resolve scheduling conflicts.

·    Prepare letters, memoranda, presentations, reports, and other documents; research and compile data in support of corporate initiatives.

·    Coordinate and distribute materials for monthly board and committee meetings; prepare agendas and gather supporting documentation.

·    Serve as liaison between the CEO and staff.

·    Track senior staff schedules as requested.

·    Make travel arrangements for senior management within the Travel & Entertainment Policy, including complex domestic itineraries.

·    Receive and screen visitors, telephone calls, and correspondence.

·    Establish and maintain filing and records management systems.

·    Serve as a primary contact for corporate events and industry conferences, coordinating all facets of planning and execution.

·    Perform occasional delivery and pickup of materials and documents.

·    Attend member events outside the workplace as needed.

Office and Facilities Operations

·    Oversee daily office operations and serve as the primary point of contact for facility issues.

·    Coordinate outsourced IT support requests and follow through to timely resolution for users.

·    Supervise mail processing and third-party janitorial services.

·    Maintain secure control of keys for all facility locks.

·    Manage procurement, contracting, inventory, and disposal of all chapter-owned fixed assets, including computers, telephones, cell phones, copiers, furniture, appliances, and vehicles.

·    Purchase kitchen and office supplies and other items as needed for the facility.

·    Organize staff activities, team-building events, and all-staff meetings.

·    Set up and reconfigure boardrooms, including technology equipment and desk layouts for classroom and meeting configurations.

·    Identify, respond to, and resolve maintenance and repair issues involving the building shell and mechanical systems (HVAC, electrical, Wi-Fi, leaks, doors, locks) through internal resources or third-party vendors.

·    Support the Director of Facilities and Training on facilities matters as needed.

·    Adhere to all facility safety protocols.

Human Resources and Employee Support

·    Conduct employee onboarding, orientation, and training coordination.

·    Administer benefit programs and provide employee support.

·    Approve, track, and report PTO/PSL.

·    Coordinate the annual performance review process.

·    Support job description and classification reviews.

·    Assist in developing and implementing HR policies, procedures, and workplace guidelines.

·    Ensure compliance with labor regulations in the office and facility environment.

Payroll, Compliance, and Financial Administration

·    Review timesheets for accuracy and compliance with state and federal law.

·    Reconcile credit card statements and maintain documentation meeting ERISA requirements.

·    Maintain the corporate office bank account and petty cash.

·    Perform purchasing duties: contact vendors, prepare requisitions, maintain purchase records, and verify invoices before submission for approval.

·    Monitor federal and state workplace law developments and recommend policy updates.

REQUIRED QUALIFICATIONS

Education and Experience

·    High school diploma required;

·    Minimum six years of related administrative or office management experience, or an equivalent combination of education and experience.

·    Experience supporting a C-level executive and working with a board of directors strongly preferred.

·    Working knowledge of federal, state, and local workplace regulations; California experience preferred.

Skills and Competencies

·    Strong organizational and time-management skills; able to manage competing priorities and deadlines.

·    Discretion and judgment in handling confidential and time-sensitive information.

·    Excellent written, verbal, and interpersonal communication, including effective listening.

·    Analytical, problem-solving, and decision-making skills with strong follow-up.

·    Intermediate to advanced proficiency in Microsoft Office Suite, including building PowerPoint presentations.

·    Knowledge of office practices and procedures and ability to operate standard office equipment.

·    Customer-service mindset with professional judgment across a variety of situations.

·    Ability to work independently while fostering team collaboration.

·    Dependable attendance and punctuality.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

·    Minimum 40 hours per week; occasional early mornings, evenings, or weekends.

·    Regularly sit at a desk and use a computer for extended periods.

·    Constant sitting, standing, and walking.

·    Occasional bending and lifting up to 30 lbs.

·    Exposure to loud noise in training areas.

·    Drive to off-site meetings, errands, or events as needed.

·    Occasional overnight travel, estimated two to five times per year.

How we got our start
Associated Builders and Contractors (ABC) was founded in 1950 when seven contractors gathered in Baltimore, MD to create an association based on the shared belief that construction projects should be awarded on merit to the most qualified and responsible low bidders. The courage and dedication of those seven contractors – Charles Mullan, C.K. Wells, Jr., Philip Cloves, Ernest Shultz, Edward Colwill, Charles Knott and Edward Dickinson – helped quickly spread the merit shop philosophy and ABC became the fastest growing association in the United States.

Where we are now
Today, ABC is a national trade association with 68 Chapters and 22,000 members representing more than 19,000 construction and industry-related firms. We are the VOICE OF THE MERIT SHOP® and the only organization to serve contractors, subcontractors, suppliers and associates of all trades who want to conduct business in an unrestricted market regardless of labor affiliation. Our services include federal, state and local government representation, legal advocacy, education, workforce development, communications, technology, recognition through national and chapter awards programs, employee benefits and information on best practices and business development.

Our mission: To promote free enterprise by advancing the merit shop philosophy in the construction industry through education, advocacy and business services.

ABC Northern California’s history
ABC Northern California (ABC NorCal) was founded in 1976 in Concord, CA. In summer 2008, we expanded our office and training space and moved to our current 26,000 square-foot home in Livermore, CA. Today we represent close to 500 large and small companies across Northern California and train 300+ apprentices per year.

Company Description

How we got our start\r\nAssociated Builders and Contractors (ABC) was founded in 1950 when seven contractors gathered in Baltimore, MD to create an association based on the shared belief that construction projects should be awarded on merit to the most qualified and responsible low bidders. The courage and dedication of those seven contractors – Charles Mullan, C.K. Wells, Jr., Philip Cloves, Ernest Shultz, Edward Colwill, Charles Knott and Edward Dickinson – helped quickly spread the merit shop philosophy and ABC became the fastest growing association in the United States.\r\n\r\nWhere we are now\r\nToday, ABC is a national trade association with 68 Chapters and 22,000 members representing more than 19,000 construction and industry-related firms. We are the VOICE OF THE MERIT SHOP® and the only organization to serve contractors, subcontractors, suppliers and associates of all trades who want to conduct business in an unrestricted market regardless of labor affiliation. Our services include federal, state and local government representation, legal advocacy, education, workforce development, communications, technology, recognition through national and chapter awards programs, employee benefits and information on best practices and business development.\r\n\r\nOur mission: To promote free enterprise by advancing the merit shop philosophy in the construction industry through education, advocacy and business services.\r\n\r\nABC Northern California’s history\r\nABC Northern California (ABC NorCal) was founded in 1976 in Concord, CA. In summer 2008, we expanded our office and training space and moved to our current 26,000 square-foot home in Livermore, CA. Today we represent close to 500 large and small companies across Northern California and train 300+ apprentices per year.