Executive Office & Operations Assistant

Ambient Enterprises; Castro Valley (CA); On-site; USD 48,000 - 52,000; Full time

Job summary

Ambient Enterprises in Castro Valley seeks an Administrative Assistant to support our leadership team and manage day-to-day office operations, with a planned move to Emeryville in early 2027. The role requires a proactive, organized professional who can anticipate needs and manage priorities.

You will coordinate travel, maintain calendars, handle invoicing support, organize records, prep meetings, and provide dependable, confidential support to executives, staff, and vendors while ensuring a

Qualifications

• Experience in office administration or accounting.
• Strong travel coordination and calendar management.
• Experience in construction industry is a plus.
• Excellent written and verbal communication.
• Ability to handle confidential information.

Responsibilities

• Book travel and plan events for employees and managers.
• Oversee day-to-day office operations and serve as primary contact.
• Maintain an organized, professional office environment.
• Manage office supplies, equipment, vendors, and inventory.
• Coordinate maintenance, service requests, deliveries, and vendor relationships.
• Organize and maintain records and documents.
• Process invoices and other documentation for approval.
• Assist with planning meetings and company events.
• Provide general administrative support to staff and leadership.

Skills

Office administration

Calendar management

Travel coordination

Vendor coordination

Communication skills

Detail-oriented

Confidentiality

Bilingual EN/ES

Tools

Microsoft Office Suite

Job description

Ambient Enterprises in Castro Valley seeks an Administrative Assistant to support our leadership team and manage day-to-day office operations, with a planned move to Emeryville in early 2027. The role requires a proactive, organized professional who can anticipate needs and manage priorities.

You will coordinate travel, maintain calendars, handle invoicing support, organize records, prep meetings, and provide dependable, confidential support to executives, staff, and vendors while ensuring a