Executive Assistant / Office Manager

Executive Assistant / Office Manager

Milender White, a Graham Group Company, is part of one of North America's largest general contractors. Alongside other leading companies within the Graham group, Milender White create spaces that shape lives, strengthen communities, and leave a lasting impact across the United States. Here, your work has purpose, your growth is supported, and your impact lasts for generations. Join a team that builds with commitment, integrity, and reliability. Apply today and help us build what matters. Your Impact Starts Here

Milender White is seeking an experienced Executive Assistant / Office Manager to provide proactive executive support to Southern California leadership and oversee the daily administrative operations of the Newport Beach office.

This role is ideal for a highly organized, resourceful professional who anticipates needs, manages competing priorities, solves problems, and follows responsibilities through completion. The successful candidate will serve as a trusted partner to leadership, create organizational efficiency, and help maintain a professional and welcoming workplace. The position combines executive support, office operations, contractor licensing coordination, event planning, and collaboration with administrative and shared-service partners across Milender White and Graham. We expect the allocation of time to be 60% Executive Assistant support to the Director of Operations, 10% Executive Assistant support to the District Manager, and 30% Newport Beach office management and broader administrative support. This may fluctuate based on business priorities, events, deadlines, and leadership needs.

Your Role in Building What Matters Executive and Leadership Support

• Provide proactive administrative support to senior leaders, including calendar management, meeting coordination, travel arrangements, registrations, correspondence, and expense reporting.
• Anticipate executive needs, identify scheduling conflicts or administrative issues, and recommend practical solutions.
• Coordinate leadership meetings, including scheduling, attendee communication, presentations, meeting materials, catering, logistics, and follow-up.
• Prepare and edit presentations, reports, correspondence, meeting materials, and other business communications.
• Support executives in maintaining relationships with clients, trade partners, employees, and other stakeholders.
• Coordinate special projects and strategic initiatives across departments and business units.
• Handle sensitive personnel, financial, legal, operational, and business information with discretion and sound judgment.

Office Operations and Employee Experience

• Oversee daily administrative operations of the Newport Beach office and help maintain an organized, efficient, and welcoming workplace.
• Manage office vendors, supplies, facilities requests, purchasing, equipment, workplace services, and workspace needs.
• Coordinate employee onboarding logistics, including workspace readiness, technology coordination, and office orientation.
• Partner with HR, IT, Accounting, Legal, Marketing, Facilities, and other shared-service teams to address office and employee needs.
• Coordinate leadership and employee visits, including workspaces, conference rooms, catering, transportation, and related logistics.
• Develop and maintain office procedures while identifying opportunities to improve administrative processes and workplace efficiency.
• Provide administrative support to additional local leaders as business needs require.

Events, Meetings, and Employee Experience

• Partner with Marketing and other event leads to support district events, employee gatherings, client and trade partner events, training seminars, leadership meetings, and recognition activities.
• Provide administrative and logistical support throughout the event process, including attendee communications, invitations, reminders, RSVP follow-up, vendor coordination, check requests, invoices, and purchasing.
• Support execution of established event plans, including vendor follow-up, tracking outstanding items and deadlines, event setup, day-of coordination, registration, materials, and other onsite needs.
• Coordinate logistics for smaller leadership, business development, training, and client events, including catering, reservations, meeting materials, attendee coordination, gifts, and awards.

Contractor Licensing and Entity Administration

• Coordinate contractor license applications, renewals, testing, continuing education, qualifying individual requirements, bonds, and related documentation.
• Maintain accurate records of licenses, renewal dates, qualifying individuals, deadlines, and supporting materials.
• Assist with legal entity documentation, corporate records, authorized signers, and related administrative requirements.
• Coordinate with Southern California leadership and Graham Legal, proactively tracking deadlines and ensuring required documentation is organized and readily available.

The Right Tools For the Job

• At least 5 years of executive assistant, office management, or administrative leadership experience supporting senior leaders.
• Experience managing multiple priorities and deadlines in a fast-paced professional environment.
• Experience coordinating meetings, events, office operations, or executive business activities.
• Experience in construction, real estate, professional services, or a related industry is preferred.
• College degree or an equivalent combination of education and experience is preferred.
• Exceptional organizational, communication, and relationship-building skills.
• Proven ability to anticipate needs, exercise sound judgment, and manage confidential information.
• Strong problem-solving skills with a proactive, customer-service-oriented approach.
• Ability to manage competing priorities effectively and adapt to changing business needs.
• Proficiency with Microsoft 365 applications, Microsoft Teams, and other business technologies.
• Comfort using smartphones, tablets, video conferencing, AI tools, and evolving workplace technology.

What Success Looks Like

The successful candidate will be a dependable and trusted partner who understands leadership and business priorities, anticipates needs, solves problems, and consistently follows responsibilities through completion. They will help executives operate more effectively while ensuring the Newport Beach office remains organized, professional, and well supported.

Compensation and Benefits

• Salary Range $84,000 to $100,000 per annum, commensurate with experience and performance.
• 100% employer-paid health and vision insurance option, plus dental coverage.
• 100% employee-owned company
• 401(k) retirement plan with employer match.
• Generous paid time off, wellness benefits, and an Employee Assistance Program (EAP).
• Employer-paid Life, AD&D, and Long-Term Disability insurance, plus cell phone reimbursement.

Lay the Foundation for Your Next Career Move. Apply today.

At Milender White, we're building more than structures, we're building futures. Join a team that delivers excellence from the ground up and makes a lasting impact across the United States.

We're proud to be an Equal Opportunity Employer and are committed to an inclusive, accessible workplace. Accommodations are available throughout the hiring process when requested.

Unsolicited resumes or candidate profiles will not be accepted and will become the property of Milender White/Graham.