Office Manager / Executive Assistant

ARWS

Associated Right of Way Services, Inc. (AR/WS) is a full-service right of way and real estate consulting firm. AR/WS specializes in project management, cost estimating, appraisal, acquisition, and relocation assistance services for public infrastructure work. Since 1989, AR/WS has successfully completed hundreds of projects with local, state, and federal agencies, special districts, transportation authorities, and engineering firms. Our corporate office is in Walnut Creek, California. Our services encompass everything from the preliminary project activities through the eminent domain process. We are seeking to fill a full-time employee position.

Duties

ARWS is seeking an experienced and highly organized Office Manager / Executive Assistant to oversee daily office operations and provide high-level administrative support to our executive leadership team.

This position supports four executives, supervises designated administrative and office-support employees, and plays an important role in keeping the office organized, efficient, and professional. The successful candidate will be proactive, resourceful, discreet, and comfortable managing competing priorities with limited supervision.

Key Responsibilities / Essential Functions

Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

• Manage day-to-day office operations and administrative activities.
• Provide executive support, manage meetings, scheduling priorities, travel arrangements, and correspondence.
• Prepare reports, presentations, meeting materials, correspondence, and confidential documents.
• Manage executive-office projects and initiatives with limited supervision.
• Supervise designated administrative and office support employees, including assigning and reviewing work, training employees, providing performance feedback, and addressing performance concerns.
• Coordinate office supplies, equipment, building management, information-technology contractors, and vendor relationships.
• Develop and implement administrative procedures and workflow improvements.
• Evaluate office vendors, negotiate service terms within delegated authority, and make recommendations regarding vendor selection.
• Handle sensitive matters requiring independent judgment, confidentiality, and discretion.
• Organize company meetings, events, and employee activities.
• Coordinate onboarding activities and provide administrative support for human-resources functions.
• Track projects, deadlines, and action items and follow up with responsible parties.

Required Education and Experience

• A college degree from a 4-year college or university is required. This requirement may be satisfied with 5 years of applicable experience in the Right of Way / Real Estate industry.
• Ten years of Right of Way experience, with at least 5 of that on projects with Caltrans oversite.

Additional Eligibility Qualifications

• Bachelor’s degree in business administration, management, communications, or a related field preferred; an equivalent combination of education and relevant experience will be considered.
• Three or more years of progressively responsible experience in executive assistance, office management, or senior administration.
• Experience supporting senior executives and handling sensitive and confidential information.
• Experience supervising or coordinating administrative employees.
• Experience coordinating vendors, office operations, executive meetings, and business travel.
• Advanced proficiency with Microsoft 365 and office technology systems.
• Strong written and verbal communication skills.
• Excellent judgment, organization, problem-solving, and time-management abilities.
• Ability to manage multiple priorities and work independently in a fast-paced office environment.

EEO Statement

Applicants and employees will not be discriminated against on the basis of sex, gender (including pregnancy, childbirth, breastfeeding or related medical conditions, reproductive health decision-making), race (including traits historically associated with race, including hair texture, braids, locks and twists), color, veteran and military status, religion, creed, national origin or ancestry, physical or mental disability (mental and physical), medical condition (including but not limited to, cancer related or HIV/AIDS related), marital status, age 40 and over, sexual orientation, gender identity…