Executive Assistant & Office Operations Lead

International Petroleum Produc; San Ramon (CA); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

Medical, dental & vision coverage

401(k) with company match

Paid time off and holidays

Job summary

IPAC is seeking an accomplished Office Manager & Executive Assistant to provide trusted administrative support to the CEO, oversee the San Ramon office, and support the global sales team. This on-site role offers broad exposure to leadership and international partners, requiring discretion and meticulous coordination.

The successful candidate will manage calendars, travel, communications, vendor relations, budgets, and event coordination, while maintaining confidential information and driving

Qualifications

• Minimum of 10 years of office management and executive administrative experience, including support to a CEO or senior executive.
• Strong judgment, discretion and professionalism when handling confidential information.
• Proficient in Microsoft Office, especially Excel formulas, lookups and pivot tables.
• Experience with CRM, sales reporting and coordinating international travel and events.

Responsibilities

• Coordinate executive calendars, travel and meetings for the CEO and senior management.
• Prepare materials, correspondence and management reports; track deadlines and action items.
• Manage office operations, vendors, invoices and budgets; maintain records and organizational charts.
• Support accounts payable with scanning, filing and document storage; improve office processes.
• Coordinate trade shows, conferences and company events, including registrations and budgets.
• Oversee onboarding paperwork and office arrangements, ensuring confidentiality.

Skills

Microsoft Office

Excel formulas

Lookups

Pivot tables

Communication

Discretion

Organizational skills

Vendor management

CRM software

Sales reporting

International travel

Event coordination

Budget management

Tools

eChempax

CRM software

PowerPoint

Job description

IPAC is seeking an accomplished Office Manager & Executive Assistant to provide trusted administrative support to the CEO, oversee the San Ramon office, and support the global sales team. This on-site role offers broad exposure to leadership and international partners, requiring discretion and meticulous coordination.

The successful candidate will manage calendars, travel, communications, vendor relations, budgets, and event coordination, while maintaining confidential information and driving