Executive Administrative Assistant - Restoration Management Company

We are RMC

Interested in working for a company that is dedicated to serving communities through the restoration of homes and businesses? A company that provides opportunities for advancement while learning alongside a group of experienced, dedicated, skilled remediation leaders? Restoration Management Company is that company. Founded on the premise of hard work, dedication, and commitment to its employees, the expansion of our services throughout the Western States has only been possible through the growth, development, and advancement of our employees!

Description

Pay Range: $33.79 - $50.70 Hourly (DOE)

Restoration Management Company expects each, and every employee to embrace and apply in their daily activities the following company CORE VALUES: Safety, Quality, Humility, Integrity, and Team Spirit. These, in addition to the requirements listed below, are essential to the success of your career with Restoration Management.

Job Summary

The Executive Administrative Assistant to provides comprehensive administrative support to ensure efficient operation of the executive office. This role is essential in managing schedules, tracking action items, and following up on critical tasks to keep high-priority projects on track. Additionally, this position performs traditional administrative duties to ensure the seamless flow of information and communication within the department and with key stakeholders. This role demands discretion, organization, and initiative to manage multiple priorities independently while performing complex and confidential administrative support activities.

Key Responsibilities for the position include:

Executive Support

• Time and Meeting Management: Optimize executive time through proactive scheduling, preparation of materials, and seamless coordination of meetings, ensuring follow-up on key actions and initiatives.
• Communication and Liaison: Act as the communication arm for the executive, fostering clear and consistent messaging with staff, stakeholders, and clients. Serve as the primary point of contact for matters related to the executive office, ensuring all interactions are professional, clear, and productive.
• Discretion and Integrity: Handle sensitive and confidential information with the utmost discretion, maintaining compliance with company policies and ensuring trustworthiness in all interactions.
• Research and Reporting: Conduct research, analyze data, and prepare polished reports, presentations, and spreadsheets to support executive decision-making and initiative tracking.
• Issue Resolution: Address concerns and complaints promptly, coordinating with relevant staff to deliver timely and accurate solutions.
• High-Level Communication Skills: Employ advanced interpersonal skills, including diplomacy, emotional intelligence, and decision-making, to build trust and rapport across all organizational levels.
• Strategic and Operational Flexibility: Transition seamlessly between strategic initiatives and operational tasks, ensuring alignment with executive priorities and goals.
• Relationship Building: Cultivate strong organizational relationships to promote collaboration and maintain a high-performance, customer-focused work environment.
• Attention to Detail: Ensure accuracy and thoroughness in all tasks, communications, and deliverables to maintain organizational excellence.

General Administrative Duties

• • Comprehensive Support: Manage calendars (business and personal), schedule meetings, coordinate travel, and handle all administrative tasks, including emailing, copying, scanning, and filing.
  • Communication Management: Screen and prioritize phone calls and email correspondence to ensure timely responses to critical matters.
  • Professional Correspondence: Draft formal communications, letters, and other documents with accuracy and professionalism.
  • Office Operations: Maintain office equipment, coordinate repairs, and manage supply inventory to ensure smooth functionality.
  • Task Prioritization: Effectively juggle multiple tasks and deadlines with strong organizational skills.
  • Visitor Experience: Welcome and assist visitors to the executive office, ensuring a professional and accommodating environment.
  • Office Coordination: Act as the point of contact for office staff, providing support and ensuring efficient operations.

Meeting and Project Management

• Meeting Coordination: Schedule, organize, and prepare materials for meetings, including agendas, presentations, and necessary documents, to ensure alignment and productivity.
• Minutes and Action Tracking: Attend meetings to record and distribute accurate minutes, highlighting key action items, deadlines, and responsibilities. Track progress on actions, proactively follow up, and remind executive staff of outstanding tasks to ensure timely completion and forward movement on initiatives.
• Progress Monitoring: Maintain a clear overview of the status of prior meetings and initiatives, providing reminders and updates to drive continued progress and accountability.
• Logistics Management: Arrange and manage logistics for virtual or in-person meetings, ensuring all details (e.g., venue, technology, or virtual platform) are handled effectively.
• Record Keeping: Maintain organized, accurate, and secure files and databases related to projects, contacts, and actions to support decision-making and streamline workflows.
• Project Oversight: Utilize project management tools (e.g., Asana, Trello) to monitor and track tasks, ensuring accountability and clear visibility on project progress.
• Event and Travel Planning: Coordinate travel and event planning to ensure integrated messaging and efficient use of opportunities to support executive initiatives.

Skills and Competencies:

• Organizational Excellence: Strong organizational skills to effectively prioritize and manage multiple responsibilities, serve as the primary point of contact for internal and external stakeholders, and maintain structured workflows.
• Attention to Detail and Proactive Planning: High attention to detail with the ability to anticipate needs, track action items, provide timely reminders, and ensure task completion to meet executive priorities and deadlines.
• Advanced Communication Skills: Exceptional written and verbal communication abilities for drafting concise, professional correspondence, reports, and presentations. Capable of clear and effective communication across all levels of the organization.
• Technological Proficiency: Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with experience using project management tools (e.g., Asana, Trello) and scheduling platforms. Familiarity with industry-specific software (e.g., Xactimate) is a plus.
• Critical Thinking and Problem-Solving: Strong analytical skills to evaluate data, identify challenges, and recommend actionable solutions.
• Interpersonal Effectiveness: Professional demeanor with excellent interpersonal skills to build and maintain relationships with staff, stakeholders, and clients, fostering a collaborative and productive environment.
• Adaptability and Cognitive Flexibility: Ability to seamlessly transition between strategic initiatives and operational tasks, handling dynamic priorities in a fast-paced environment.
• Discretion and Integrity: Demonstrated ability to manage sensitive and confidential information with the utmost integrity and discretion.

Experience and Requirements:

Education: High school diploma required; associate degree or coursework in business administration, Certified Administrative Professional (CAP), and/or project management preferred.

• Experience: 6 years with a minimum 3-4 years in an executive or senior-level administrative support role, preferably with experience in fast-paced or dynamic environments.
• Industry Knowledge: Experience within the restoration industry or a similar high-demand sector is a plus but not required.
• Software Knowledge: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiar with project management software (e.g., Asana, Trello) and Xactimate or similar software (preferred but not required).
• Preferred Bilingual Skills: English/Spanish proficiency is a plus.

Safety Requirements:

• Regulatory Requirements: Adhere to all local, state, and federal safety regulations, including OSHA and EPA standards.
• Personal Protective Equipment (PPE): Required PPE may include gloves, masks, goggles, hard hats, and safety footwear. All employees must wear PPE as required for their specific roles and job site conditions.
• Ergonomic Practices: Practice ergonomic principles to prevent musculoskeletal disorders. This includes proper desk setup, using adjustable chairs, and maintaining good posture while seated.
• Office Safety Protocols: Adhere to established office safety protocols to maintain a secure work environment. This includes the following guidelines for the proper use of office equipment and ensuring that workspaces are free from clutter to prevent trips and falls.
• Safety Training: Complete all mandatory safety training sessions, including but not limited to hazard communication, emergency response, and safe equipment handling.
• Reporting Safety Concerns: Ability to identify and immediately report any unsafe conditions, hazards, incidents or injuries to supervisors without fear of retaliation.
• Emergency Procedures: Familiarize yourself with emergency procedures relevant to your specific job site, including evacuation routes, and emergency contacts.

Physical Requirements

General Physical Abilities:

• Lifting and Carrying: Ability to lift and carry materials or equipment weighing up to 25 lbs. regularly and up to 50 lbs. with assistance.
• Physical Activities: Ability to perform tasks that require, walking, bending, reaching, crouching, kneeling, climb, squat, crawl, lift above shoulder, reach, and twist.
• Sitting and Standing: Prolonged sitting or standing required (in office, driving and/or at job sites). Regular alternating between sitting and standing
• Repetitive Motions: Continuous repetitive motion and tasks involving L/R hand movement (computer/mouse), wrists, or arms (e.g., typing, data entry).
• Machinery Operation: Capacity to operate machinery and tools as required by job tasks, which may involve fine motor skills and hand-eye coordination.
• Visual Ability: requirement for clear vision (e.g., close work, computer use, eye coordination)

Working Conditions

Office Environment:

• Indoor office setting for corporate roles, including working with standard office equipment (computers, phones, printers). May involve regular meetings, (in person or zoom) and collaboration with team members.

Field Environment:

• Outdoor fieldwork at restoration sites, which may include residential, commercial, or industrial properties. Duties may involve exposure to different weather conditions (sun, rain, snow, heat).

Hazardous Environments:

• Potential exposure to hazardous materials, chemicals, or contaminants specific to restoration work, requiring strict adherence to safety protocols and use of PPE.
• Work after hours and weekends given our 24/7 business operations

Travel Requirements:

• May include travel to and from job sites, requiring the use of company/personal vehicles. Possibility of attending out-of-town trainings, meetings, and conferences.
• This position requires travel of up to 30% of the time, reflecting the demands of our 24/7 industry.

Additional Information

Location
Corporate (Livermore)

Territory

Full-Time/Part-Time
Full-Time

Exempt/Non-Exempt
Non-Exempt

Req Number
COR-24-00010

About the Organization
Restoration Management Company, Northern California's largest emergency service / restoration company is a growing, profitable, privately held company headquartered in Livermore, California. Established in 1985, Restoration Management Company has been providing reliable, year round emergency service, 24-hours-a-day for water, smoke and environmentally damaged property - to commercial, industrial, and residential clients.

We offer:

- Full-time positions;

- Opportunity for advancement;

- Competitive benefits (medical, dental, vision, EAP, 401k and matching, and life insurance)

- PTO

- Paid holidays

- Competitive salaries

EOE Statement
We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.

This position is currently accepting applications.

Required

Preferred

Job Industries

• Other