Executive Assistant & Program Coordinator – Oakland (In-Office)

Spectraforce Technologies; Oakland (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Spectraforce Technologies, Oakland, CA, seeks a Senior Director's Assistant/ Program Manager I to provide high-level administrative support to three Directors and coordinate calendars, travel, and meetings. The role entails preparing documents, tracking items, and handling budget-related tasks in a fast-paced office environment.

The position requires at least two years supporting director-level leaders, strong organizational and communication skills, and the ability to manage diverse duties with

Qualifications

• High School diploma or GED.
• At least two years of experience supporting multiple director-level leaders or above.
• Associate's degree or equivalent experience.

Responsibilities

• Manage complex calendars, scheduling, meeting logistics, conference rooms, and virtual meeting tools.
• Prepare, proofread, edit, and format correspondence, agendas, presentations, reports, and other business documents.
• Track action items, follow up on open issues, and coordinate responses on behalf of Directors and department leaders.
• Coordinate travel, events, catering, conference logistics, itineraries, and local office support.
• Process invoices, purchase orders, expense reports, commercial card reconciliation, and budget-related administrative tasks.
• Support HR, compliance, safety, onboarding, training tracking, distribution lists, organization charts, and building service requests.
• Maintain organized records, electronic filing systems, office supplies, equipment orders, and department documentation.
• Create reports, track metrics, support process improvements, and assist with workflow optimization.
• Provide backup administrative support and handle other department tasks as assigned.

Skills

Organizational skills

Communication skills

Prioritization

Problem-solving

Education

Associate's degree or equivalent experience

High School diploma or GED

Job description

Spectraforce Technologies, Oakland, CA, seeks a Senior Director's Assistant/ Program Manager I to provide high-level administrative support to three Directors and coordinate calendars, travel, and meetings. The role entails preparing documents, tracking items, and handling budget-related tasks in a fast-paced office environment.

The position requires at least two years supporting director-level leaders, strong organizational and communication skills, and the ability to manage diverse duties with