Administrative Coordinator / Executive Assistant

Job Description

Job Description

Relief Services

Administrative Coordinator / Executive Assistant

Relief Services is seeking a highly organized, resourceful, and proactive Senior Executive Assistant & Leadership Operations Coordinator to support our General Manager, company owner, Director of Strategy & Finance, and other company priorities as assigned.

This is more than a traditional administrative position. The right person will help leadership stay organized, protect their time, maintain visibility into important priorities, and ensure that decisions turn into completed work.

The position reports directly to the General Manager while providing coordinated support to multiple members of the leadership team. It is currently structured as an individual-contributor role, with the potential to grow as the company's administrative needs evolve.

Primary Responsibilities

Executive and Leadership Support

• Coordinate leadership calendars, appointments, meetings, and important deadlines.
• Maintain shared calendars and help identify scheduling conflicts or competing priorities.
• Protect leadership focus time while ensuring urgent matters receive appropriate attention.
• Prepare agendas, reports, background materials, presentations, and meeting packets.
• Take clear meeting notes and document decisions, responsible parties, and deadlines.
• Draft professional emails, announcements, correspondence, and internal communications.
• Coordinate leadership meetings, company events, travel, and special appointments as needed.
• Maintain confidentiality when handling employee, financial, vendor, and company information.

Priority and Follow-Through Management

• Maintain a centralized list of leadership priorities, commitments, and delegated tasks.
• Track deadlines and follow up with employees, vendors, and outside partners.
• Provide leadership with concise and accurate status updates.
• Identify stalled projects, missing information, and approaching deadlines before they become problems.
• Confirm task ownership and next steps following meetings or leadership decisions.
• Politely and consistently follow up on commitments made by leadership and team members.
• Help resolve routine administrative obstacles and escalate concerns when leadership involvement is needed.

Project and Business Coordination

• Coordinate special projects and company-wide initiatives assigned by leadership.
• Help organize software implementations, vendor projects, process improvements, and operational changes.
• Track vendor support requests, software issues, and outstanding follow-up items.
• Gather and organize information needed for leadership decisions.
• Assist with hiring coordination, interview scheduling, candidate communication, and onboarding preparation.
• Help maintain company procedures, forms, reports, shared files, and administrative resources.
• Prepare spreadsheets, presentations, summaries, and other business materials.
• Support company events, internal rollouts, and special business initiatives.
• Complete occasional business-related errands or assignments outside the office.

Communication and Administrative Support

• Help route questions and requests to the appropriate person.
• Reduce unnecessary interruptions by organizing and consolidating information.
• Communicate professionally with employees, customers, vendors, and community partners.
• Track when Relief Services is waiting on information and when others are waiting on Relief Services.
• Maintain accurate, organized, and accessible business records.
• Recommend practical improvements to administrative systems and workflows.

Decision-Making Authority

To be effective, this person will have clear authority to handle routine coordination and follow-through on leadership's behalf.

The person in this position may:

• Schedule meetings and appointments on leadership's behalf.
• Request routine updates, documents, and missing information.
• Confirm deadlines, assigned responsibilities, and next steps.
• Send routine follow-up communications.
• Organize administrative workflows and recommend improvements.
• Escalate missed commitments, scheduling conflicts, or stalled priorities.
• The position does not independently:
• Commit the company to contracts or expenses.
• Change employee compensation or employment terms.
• Make final personnel decisions.
• Send sensitive legal, financial, or disciplinary communications without approval.
• Override department leaders or assume ownership of another department's responsibilities.

Qualifications

Required

• Five or more years of executive-assistant, senior administrative, business-support, or
• operations-coordination experience.
• Experience supporting senior leaders or managing competing priorities for multiple stakeholders.
• Excellent written and verbal communication skills.
• Strong calendar, meeting, deadline, and task-management abilities.
• Exceptional organization and attention to detail.
• Sound judgment and the ability to handle confidential information appropriately.
• Confidence following up with employees, vendors, and leaders in a professional manner.
• Proficiency with spreadsheets, documents, presentations, email, shared calendars, and cloud-based
• file systems.
• Ability to learn new software and administrative systems quickly.
• Ability to work independently, take initiative, and adjust when priorities change.
• Valid driver's license and reliable transportation for occasional local business assignments.

Preferred

• Previous supervisory or administrative-team leadership experience.
• Experience in a service, construction, plumbing, transportation, field-operations, or trades-relatedbusiness.
• Experience coordinating cross-department projects or software implementations.
• Familiarity with AI-assisted productivity tools and responsible business use of technology.
• Experience creating or improving administrative procedures and workflows.

The Right Person for This Role

The strongest candidate will be:

• Proactive without overstepping.
• Warm and approachable, but comfortable holding people accountable.
• Calm and practical when plans change.
• Able to see both the immediate task and the larger business priority.
• Comfortable working with different leadership and communication styles.
• Skilled at turning conversations into clear next steps.
• Willing to handle both high-level executive work and routine administrative details.
• Someone who closes loops instead of allowing tasks to disappear.

Schedule and Work Environment

This is a full-time, in-person position that reports to the Relief Services office each workday. The

normal schedule is expected to be approximately 7:00 a.m.-4:00 p.m., Monday through Friday.

Compensation and Benefits

• Health benefits.
• Paid time off.
• Paid holidays.

Equal Employment Opportunity

Relief Services is an equal-opportunity employer. We consider qualified applicants without regard to legally protected characteristics and provide reasonable accommodations throughout the hiring process.

\nCompany Description

Relief Services is a growing field services company based in Chico, California. We operate multiple service brands, including Johnny on the Spot Portable Toilets, Chico Septic, and a new plumbing division launching in 2026. We provide residential, commercial, municipal, event, and jobsite services throughout Northern California.

With approximately $5.5 million in annual revenue and plans for continued growth, including a second service location, Relief Services is focused on building strong teams, improving operations, and delivering reliable service to our customers.

Company Description

Relief Services is a growing field services company based in Chico, California. We operate multiple service brands, including Johnny on the Spot Portable Toilets, Chico Septic, and a new plumbing division launching in 2026. We provide residential, commercial, municipal, event, and jobsite services throughout Northern California.\r\n\r\nWith approximately $5.5 million in annual revenue and plans for continued growth, including a second service location, Relief Services is focused on building strong teams, improving operations, and delivering reliable service to our customers.