Executive Administrative Assistant - Hollister, CA!

Position Objective

Rentafence Wholesale is looking for a Executive Administrative Assistant to join our team! The Executive Administrative Assistant leverages exceptional organizational skills, strong time management, and positive interpersonal abilities to effectively support daily operations. This role is responsible for managing administrative functions and coordinating project-related tasks to ensure efficiency, accuracy, and seamless workflow across all owned entities.

Essential Responsibilities/Duties

• Provide all administrative and clerical support to the Director of Operations, COO, and President as needed
• Perform administrative duties and functions requiring confidentiality, initiative, and sound decision-making
• Answers phones, proactively screens calls, and takes messages
• Creates and logs expense reports. Process and code invoices to be submitted to the Accounting department in a timely manner
• Reviews and responds to routine emails and correspondence
• Assemble and analyze information. Prepares reports, manuals, agendas, correspondence, and memoranda as guided by general company practice
• Establishes and maintains departmental databases and develops spreadsheets of importance to the department
• Assists in meeting planning and preparation work needed, i.e., drafting agendas and broader communications
• Coordinate details of departmental meetings and/or on and off- site conferences and events
• Prepare materials in final form from very rough and involved drafts, which may utilize frequent use of technical terminology and which combine materials from several sources
• Acts as a liaison between visitors and executive leaders
• Schedule interviews, conduct phone interviews, and reference checks for employment candidates.
• Coordinates meetings and ensures the necessary facilities and equipment are reserved
• Assists with technical support, including creating emails, domains, phone numbers, etc.
• Support or lead special projects and operational initiatives (process improvements, implementations, events, offsite meetings), coordinating across departments and vendors as needed
• Manages schedule and calendar; assists with the prioritization of executive leaders’ daily activities
• Makes travel arrangements and creates itineraries
• Assist with post office runs, bank drops, and other errands as needed
• Composes, proofreads, and edits memos, letters, and emails; performs data entry and supply ordering
• Provides administrative support to other non-executive department employees as necessary
• Assists with the administrative tasks related to onboarding new vendors and contracts
• Assists with inventory management
• Assists with processing payroll – entering/correcting employee time punches and approving timesheets
• Works with the accounting department on managing orders
• Complete all assigned projects on time, with clear communication regarding deadlines and workload.
• Any other tasks or projects as requested by any member of management.

Required Education, Knowledge, Skills, and Competences

• Previous administrative experience is preferred
• Strong computer skills with knowledge of Excel, Word, and web-based applications, along with the ability to learn industry-specific software, are required. Experience with Google Drive/Sheets.
• Exceptional written and verbal communication skills, including positive interpersonal skills
• Will be required to travel to other locations on an occasional basis, including starting your shift at different properties.
• Possess and maintain a valid California driver’s license with a safe and satisfactory driving record
• Excellent communication skills and ability to work both independently and in collaborative/cross-functional team settings, with and without supervision
• Desire to have a direct hand in transforming and growing our brand
• Attention to detail and a high degree of accuracy
• Maintain a neat and professional appearance, including adherence to the company dress code
• Must possess superior hospitality, organizational, and customer service skills.
• Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact, and diplomacy to defuse anger, collect accurate information, and resolve conflicts.
• Ability to work cohesively with co-workers as part of a team
• Must have an upbeat personality and a roll up your sleeves “can-do” positive attitude
• Practice safe working habits and tak…