Office Manager & Executive Assistant

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

International Petroleum Products & Additives Co., Inc. (IPAC)
Location: San Ramon, California
Employment: Full-time, on-site, salaried exempt
Annual Base Compensation: $65,000–$85,000, plus incentive bonus eligibility

About IPAC

IPAC is a privately held global manufacturer and distributor serving the petroleum additives, lubricants and specialty chemicals industries, with operations across the United States, Europe and Asia.

We combine technical expertise, manufacturing capabilities and long-standing customer relationships with the entrepreneurial leadership of a privately held company. Our continued growth, acquisitions and investment in systems create opportunities for employees to contribute directly to the business.

At IPAC, individual contributions matter. You will work closely with leadership and international colleagues in an environment that values ownership, integrity, teamwork and practical problem-solving. This is an opportunity to become an integral part of a growing company where your work has a visible impact.

The Opportunity

IPAC is seeking an accomplished Office Manager & Executive Assistant to provide trusted administrative support to the CEO, oversee our San Ramon office and support our global sales team.

This is a visible position working directly with the CEO, senior leadership and international business partners. It offers broad exposure to the business and the opportunity to become a valued partner in keeping executive priorities, office operations and sales activities organized and moving forward.

The successful candidate brings professional polish, confidence and exceptional attention to detail. You anticipate needs, communicate thoughtfully and exercise discretion when handling sensitive business matters. We value someone who builds trust through sound judgment, reliable follow-through and careful management of confidential information.

Key Responsibilities

Executive Support

• Coordinate executive calendars, meetings, travel and transportation for the CEO, senior management, visiting employees, customers and suppliers.
• Anticipate administrative needs and ensure meeting materials, itineraries and supporting information are accurate and prepared in advance.
• Prepare and proofread correspondence, presentations, spreadsheets and management reports.
• Track deadlines, action items and outstanding requests, keeping leadership informed of progress and issues.
• Prioritize competing requests and adapt professionally to changing schedules.
• Handle confidential executive correspondence, business records and employee information with discretion.
• Represent the CEO’s office professionally in communications with employees and external business partners.
• Complete special projects and related assignments from the CEO and senior management.

Office Management and Administration

• Coordinate office vendors, service agreements, building maintenance, equipment repairs and telephone services.
• Review office invoices for accuracy and submit them to Accounts Payable; monitor service usage, including copier contract limits.
• Manage supplies, business cards, postage, mail and shipping; track spending and provide management updates.
• Maintain the staff directory, organizational chart and organized office records.
• Administer employee badges and coordinate office access and alarm system needs.
• Distribute building announcements and coordinate safety communications and training with the designated safety lead.
• Support Accounts Payable with scanning, filing and document storage.
• Identify and recommend practical improvements to office processes.
• Maintain sales opportunities and prospect information in IPAC’s CRM, working with the VP of Global Sales to improve tracking and reporting.
• Prepare monthly opportunity reports using information provided by the sales team.
• Coordinate with the technical sample manager and sales representatives to track sample requests, follow-up feedback and resulting sales.
• Prepare quarterly summaries of sample activity and outcomes.
• Coordinate customer pricing updates through eChempax, checking submissions for completeness and routing them for management review and final approval.
• Prepare accurate sales reports and presentations using Excel, PowerPoint and other Microsoft tools.

Trade Shows, Conferences and Company Events

• Maintain the master calendar for trade shows, conferences, sales meetings and company events.
• Coordinate registrations, attendees, travel, accommodations, transportation, booths and sponsorships.
• Track approved budgets, commitments and attendee expenses; submit payment requests through established approval procedures.
• Compile sales team feedback and opportunity results for management’s review of event outcomes and return on spending.
• Research venues and accommodations for holiday parties and sales meetings, prepare proposals for CEO approval and coordinate approved arrangements.

Employee Onboarding

• Coordinate onboarding paperwork and checklists under Finance/HR direction, maintaining confidentiality and appropriate access.
• Coordinate office arrangements with the relevant teams.
• Follow up on outstanding items, return completed checklists and elevate issues promptly.

Skills and Experience

• Minimum of 10 years of relevant office management and executive administrative experience, including support to a CEO or senior executive.
• Excellent judgment, discretion and professionalism when handling confidential information and representing executive leadership.
• Strong Microsoft Office skills, including Excel formulas, lookups and pivot tables.
• Excellent communication, proofreading and organizational skills.
• Ability to anticipate needs, prioritize competing requests and complete accurate work independently.
• Experience managing vendors, invoices, budgets and electronic records.
• Comfortable learning business systems and coordinating with IT and service providers.
• CRM, sales reporting, international travel and event coordination experience preferred.
• Privately held company experience and a notary commission are pluses.

Schedule

This is a full-time, on-site, salaried exempt position in San Ramon, five days per week. The role requires flexibility to support executive travel, international offices and company events, including early or late availability as needed. The successful candidate exercises independent judgment to anticipate needs, manage their schedule and ensure timely follow-through across time zones.

Compensation and Benefits

• Annual base compensation of $65,000–$85,000 , based on relevant experience, qualifications and job-related skills.
• Incentive bonus eligibility, subject to applicable company program terms.
• Medical, dental and vision coverage.
• 401(k) retirement plan with company match.
• Paid time off and paid holidays.

Benefits are subject to eligibility requirements and applicable plan terms.

IPAC is an equal opportunity employer. We consider qualified applicants without regard to characteristics protected by applicable law.

We are required by law to provide equal employment opportunity to qualified people with disabilities. We are also required to measure our progress toward having at least 7% of our workforce be individuals with disabilities. To do this, we must ask applicants and employees if they have a disability or have ever had a disability. Because a person may become disabled at any time, we ask all of our employees to update their information at least every five years.
Identifying yourself as an individual with a disability is voluntary, and we hope that you will choose to do so. Your answer will be maintained confidentially and not be seen by selecting officials or anyone else involved in making personnel decisions. Completing the form will not negatively impact you in any way, regardless of whether you have self-identified in the past. For more information about this form or the equal employment obligations of federal contractors under Section 503 of the Rehabilitation Act, visit the U.S. Department of Labor’s Office of Federal Contract Compliance Programs (OFCCP) website at www.dol.gov/ofccp.

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