Executive Assistant III

Rheem Manufacturing Company; Oxnard (CA); On-site; USD 64,000 - 96,000; Full time

Job summary

Rheem Manufacturing Company in Oxnard, California, seeks an Executive Assistant III to provide strategic administrative support to the Sr. Vice President of Product, Marketing, & Training. This on-site role also manages the Oxnard office operations, events, and travel logistics.

You will coordinate calendars, draft communications, support internal culture activities, and maintain records, while ensuring confidential handling of information and smooth daily workflow at the California facility.

Qualifications

• Associates degree or equivalent required.
• 5+ years in an Executive Assistant role.
• Proficiency with MS Office including Outlook, Teams, Excel, PowerPoint, Word.
• Ability to handle confidential information and manage calendars.

Responsibilities

• Provide administrative support such as writing and editing emails, drafting memos, and preparing communications for the executive.
• Manage the executive’s calendar, schedule appointments, prioritize sensitive matters, coordinate internal meetings.
• Support culture-building activities and small-scale office events.
• Coordinate logistical aspects of meetings, trainings, and company events, including RSVPs and A/V needs.
• Maintain comprehensive and accurate records.
• Identify opportunities to streamline administrative processes and improve workflows.
• Prepare correspondence, respond to inquiries, and route communications to proper departments.
• Take notes and action items for follow-up.
• Perform minor accounting duties and support Accounts Payable to process payments.
• Organize meetings, schedule rooms, send reminders, and arrange catering.

Skills

Calendar management

Executive communication

Travel coordination

Time management

Discretion

Problem solving

Education

Associate degree or equivalent

Tools

Microsoft Office Suite

Outlook

Teams

Excel

PowerPoint

Word

Job description

Job Description

This Executive Assistant III role provides high-level administrative support to the Sr. Vice President of Product, Marketing, & Training, while also serving as the primary office manager responsible for maintaining a well-organized, efficient, and welcoming workplace. This includes overseeing daily operations, coordinating facility needs, managing supplies, and ensuring the Oxnard office runs smoothly. This position also plays a key role in event coordination, supporting internal and external meetings, trainings, and company gathering to ensure seamless execution.

This position will support Rheem North America and is based at our Oxnard, CA location. This is an on-site position.

Responsibilities

• Provide administrative assistance such as writing and editing e-mails, drafting memos, and preparing communications on the behalf of the executive.
• Managing the executive’s calendar, scheduling appointments, prioritizing the most sensitive matters, coordination internal meetings, and ensuring the executive is fully prepared for all commitments.
• Support internal culture-building activities such as employee celebrations, recognition moments, and small scale office events.
• Coordinate all logistical aspects of meetings, trainings, and company events, including scheduling event timelines, reserving spaces, managing RSVPs, arranging A/V needs, coordinating vendors, and ensuring all planning milestones are met.
• Maintaining comprehensive and accurate records.
• Maintain conscious and confidential behaviors in all operational processes and procedures
• Identify opportunities to streamline administrative processes, improve office workflows, and enhance operational efficiency.
• Prepare correspondence, respond to inquiries, and route communications to the proper departments or managers.
• Take notes and action items for follow-up.
• Performing minor accounting duties and support Accounts Payable to process and track payments.
• Organizing meetings, schedule rooms, send reminders, and arrange catering when needed.
• Partner with IT to coordinate equipment needs, troubleshoot basic issues, and ensure meeting rooms and shared spaces are properly equipped.
• Answering phone calls politely and professionally.
• Welcoming visitors, determine the purpose of their visit, and direct them to the appropriate department.
• Create, edit, and generate reports and agendas.
• Assist with travel arrangements for leadership and event-related travel, including booking transportation, accommodations, and preparing itineraries.
• Manage and reconcile expense reports.
• Perform additional duties as assigned to support leadership and the overall operations.
• Travel to offsite events as needed.

Qualifications

• Associate degree, certificate or equivalent from a 2-year college / technical school
• 5+ years of experience in an Executive Assistant role
• Proficiency with Microsoft Office software including Outlook, Teams, Excel, PowerPoint, and Word
• Required Knowledge, Skills, & Abilities:
• Ability to anticipate business needs and priorities
• Highly organized with exceptional attention to detail
• Ability to effectively write business correspondence and work procedures for both internal and external distribution
• Strong business writing and communication skills
• Ability to handle confidential information appropriately
• Excellent time management and scheduling abilities
• Demonstrated ability to work with all levels of internal management, staff members, and external partners
• Must be self-directed and able to work independently
• Strong critical-thinking and decision-making skills

As a Leader At Rheem, How You Achieve Results Is As Important As The Results You Achieve. While LEADING SELF, You Will Be Expected To Demonstrate The Following Competencies And Behaviors

• Adapting
• Business Understanding
• Collaborating
• Communicating Effectively
• Continuously Improving
• Customer-Orientation
• Developing Self
• Focusing on Results
• Influencing
• Managing Relationships
• Managing Work
• Problem Solving & Decision Making

Equivalent combination of education, experience, and skills may supplement above minimum job requirements.

The pay scale of this role in California is $63,936 - 95,904. Please note all pay ranges are broadly stated and any final offer is dependent on factors such as location, direct experience, market guidance and internal equity, among other qualifying criteria.

About Us

At Rheem, we engineer products for life. For home life. For work life. For the life of the planet we all share. Backed by over 100 years of expertise, we’re passionate about product innovation and boldly committed to sustainability. Our full line of global air and water solutions deliver reliable performance, comfort and energy savings for residential and commercial applications worldwide. From engineers to accountants, sales professionals to support experts, Rheem depends on people to power our innovations. Join Rheem and help shape the future of products that impact lives—every day.

Our Behavior Based Values Set Us Apart

• Listening to Understand – Open mind, learning from others, accepting feedback, embracing the objective
• Contributing Respectfully - Sharing opinions, valuing ideas, sharing opposing perspectives with respect
• Thinking Creatively – Applying creativity, seeking improvements, understanding from the customers’ lens
• Acting with Responsibility – Owning decisions and actions, acting with integrity, embracing accountability

Rheem is an Equal Opportunity Employer. Rheem encourages all qualified candidates to apply, including those of any race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. The job description above has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. Equivalent combination of education, experience, and skills may supplement above minimum job requirements.

For U.S. Based jobs, please note that Rheem is unable to hire candidates to be employed in the following states: Alaska, District of Columbia, Hawaii, Idaho, Mississippi, Montana, New Mexico, North Dakota, or Vermont.