Executive Assistant & Office Operations Lead

Vanir Construction Management, Inc.; Los Angeles (CA); On-site; USD 80,000 - 90,000; Full time

Benefits offered by this job

401(k) matching

Medical, dental, vision coverage

HSA contributions

Paid time off

Employee assistance program

Job summary

Vanir Construction Management, Inc. is seeking an Executive Assistant / Office Manager to support two Area Managers and senior leadership from the Glendale office. The role coordinates calendars, travel, meetings, reports, and correspondence, while overseeing office administration, onboarding, and special projects.

The ideal candidate will maintain confidentiality, manage multiple priorities, and drive operational excellence in a fast-paced, collaborative environment.

Qualifications

• Experience supporting multiple executives in a fast-paced professional setting.
• Experience managing office operations, contracts, invoices, and onboarding.
• Proven ability to plan executive meetings, events, and client functions with budgets.
• Advanced proficiency in Microsoft Office and related business applications.

Responsibilities

• Manage complex executive calendars, schedule meetings, and coordinate travel.
• Prepare, edit, and distribute reports, proposals, agendas, and correspondence.
• Oversee office administration, onboarding, and vendor coordination.
• Coordinate leadership meetings across time zones and plan events.
• Support invoicing, contract administration, and CRM data maintenance.
• Maintain filing systems and records retention per policies.

Skills

Executive calendar management

Travel coordination

Meeting planning

Report & presentation prep

Confidentiality & discretion

Written & verbal communication

Multi-stakeholder coordination

Education

Bachelor's degree in Business Administration / Communications / Management or related field

High school diploma + 10 years executive admin experience

Tools

Microsoft Office

SharePoint

Adobe Acrobat Pro

DocuSign

Smartsheet

Deltek

Microsoft Teams

Job description

Vanir Construction Management, Inc. is seeking an Executive Assistant / Office Manager to support two Area Managers and senior leadership from the Glendale office. The role coordinates calendars, travel, meetings, reports, and correspondence, while overseeing office administration, onboarding, and special projects.

The ideal candidate will maintain confidentiality, manage multiple priorities, and drive operational excellence in a fast-paced, collaborative environment.