Operations and Executive Assistant

Lucas Public Affairs; Sacramento (CA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Unlimited vacation

Medical/Dental/Vision insurance

401K plan

Phone stipend

Company parking

Life insurance

Long-term disability

Professional development

Well-being resources

Job summary

Lucas Public Affairs is seeking an Operations & Executive Assistant in Sacramento to support senior leaders with calendars, travel, events, and office operations. You will manage executive schedules, coordinate travel, host guests, and oversee events from strategy gatherings to client meetings.

Ideal candidates have a Bachelor’s degree and at least 3 years of admin or office-management experience, with strong communication skills and discretion in handling sensitive information.

Qualifications

• Bachelor's degree from an accredited university.
• Minimum of 3 years in office operations or executive support.
• Proven experience managing complex calendars for multiple executives.
• Experience planning and executing professional events, from small meetings to large gatherings.
• Comfort providing basic IT and equipment troubleshooting and managing IT inventory.
• Excellent interpersonal and communications skills, both written and verbal.
• Strong organizational skills and discretion handling sensitive information.
• Ability to juggle multiple priorities in a fast-paced environment.

Responsibilities

• Manage and maintain calendars for three vice presidents and two executive vice presidents, scheduling meetings and appointments.
• Coordinate travel arrangements and itineraries for executives, including flights, lodging, ground transport, and expense reporting.
• Oversee day-to-day office operations to ensure a smooth, professional environment.
• Host and welcome external guests, ensuring a polished experience from arrival to departure.
• Plan and execute on-site events, including strategy summits, board and client meetings, managing logistics and materials.
• Lead larger firm-wide events such as company celebrations and client open houses, coordinating vendors and catering.
• Provide front-line IT support for workstations and equipment; open tickets with IT and track resolution.
• Manage IT inventory, laptop distribution, tracking and maintenance.
• Order office supplies, catering and inventory; liaise with vendors to maintain stock.
• Onboard new office occupants with building access, IT equipment, badges and related services.

Skills

Calendar management

Travel coordination

Event planning

Vendors coordination

Education

Bachelor's degree

Tools

Microsoft 365

Office IT equipment

AV equipment

Job description

About Us

As a women-led, Sacramento-based public affairs firm, Lucas Public Affairs is known for its high-level reputation, issue management, and strategic communication campaigns. On every project, we lead with smart strategy, diversity of thought, and deep-rooted connections to get the right people to care about issues that define California's future.

LPA is also a member company of Public Policy Holding Company, Inc., providing us with the unique ability to collaborate with both domestic and international leading government relations and public affairs firms to best serve client needs, and to provide employees with the benefits that come from working in a dual-listed, publicly traded company listed on NASDAQ in the US and on the London Stock Exchange.

Position Overview

The Operations & Executive Assistant provides high-level administrative and scheduling support to the firm's senior leaders, manages day to day office needs, and supports LPA internal and external events. This role manages calendaring for executive vice presidents and vice presidents, oversees day-to-day office operations, and serves as the point person for guests, events and in-office logistics. It requires strong organizational skills, discretion and the ability to juggle competing priorities in a fast-paced environment. Occasional travel coordination is required for the two executive vice presidents.

As the Operations & Executive Assistant, you will:

• Manage and maintain calendars for three vice presidents and two executive vice presidents, scheduling meetings, calls and appointments and proactively resolving conflicts.
• Coordinate travel arrangements and itineraries for the two executive vice presidents, including flights, lodging, ground transportation and related expense reporting.
• Oversee day-to-day office operations, ensuring a smooth, professional and efficient working environment.
• Host and welcome external guests, ensuring a polished experience from arrival through departure.
• Plan and execute on-site events, including strategy summits, board meetings and client meetings, managing logistics, materials, setup and execution.
• Lead larger firm-wide events such as company celebrations and client and friends open houses, coordinating vendors, invitations, catering and event-day operations.
• Provide front-line IT support for workstations, including keyboards, mice, docking stations and monitors; open tickets with external IT support and ensure timely resolution.
• Manage IT inventory, including laptop distribution, tracking and equipment maintenance.
• Order and manage office supplies, catering and general inventory, liaising with vendors and service providers to keep the office well stocked.
• Orient and onboard new office occupants with regard to building and card key access, phone services, ID badges, business cards, door signage, IT equipment, fitness facility and office supplies.
• Order gifts and send thank-you notes to clients, partners and stakeholders to help maintain positive business relationships.
• Maintain a clean and orderly office environment; interface with custodial staff as needed.
• Assist with other duties as needed to achieve departmental and organizational goals.

To be successful, you will need:

• Bachelor's degree from an accredited university
• A minimum of 3 years of experience in office operations, executive administrative support, office management or a related role
• Proven experience managing complex calendars and coordinating travel for multiple executives
• Experience planning and executing professional events, from small client meetings to larger firm-wide gatherings
• Comfort providing basic IT and equipment troubleshooting and managing IT inventory
• Excellent interpersonal and communications skills (e.g., verbal, written and over the phone)
• Superior organizational skills and attention to detail
• High level of discretion and professionalism when handling sensitive information
• Ability to simultaneously manage multiple priorities and collaborate with senior-level staff
• Ability to work in a fast-paced environment

We prefer that you have:

• Experience supporting C-suite or senior executives in a professional services or agency environment
• Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint) and familiarity with common office IT and AV equipment
• Experience coordinating vendors, catering and events of varying size
• Experience utilizing enterprise AI tools

Schedule

Typical office hours - Monday through Friday, 8:30-5:30

Minimum of four days per week in the Sacramento office, Monday through Thursday

What We Offer

• Unlimited vacation policy and 6 sick days
• Competitive Medical/Dental/Vision insurance coverage for employees and families
• 401K plan with traditional and Roth options
• $100 monthly phone stipend and company paid parking
• Company paid basic life insurance of $50,000, long-term disability, and short-term disability coverage
• Professional development, mentoring, and community engagement opportunities
• Access to a wide range of health and well-being resources and services including telephonic counseling, legal advice, and other services

Core Values | Philosophy

Our core value as a strategic partner is defined not by what we do, but by what we help our clients achieve. We are a diverse, talented and well-connected team that is 100% committed to delivering results. Put simply, we are problem solvers who are unequivocally committed to our clients' success.

Diversity Commitment & Vision

LPA is an equal opportunity employer. LPA recruits, employs, trains, compensates, and promotes regardless of race, religion, color, national origin, sex, disability, age, veteran status, and other protected status as required by applicable law. At LPA, we have a strategic vision: to be a diverse and inclusive community of passionate, talented people dedicated to delivering creative solutions for our clients. We believe deeply in diversity of race, gender, sexual orientation, religion, ethnicity, national origin, political affiliation, and all the other enriching characteristics that make us different and inform our point of view.

Additional Information

While performing the duties of this job, employees are regularly required to sit, walk, and stand; talk or hear, both in person and by telephone; use hands repetitively to handle, feel, or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds.Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.