Executive Assistant III

Job Description This Executive Assistant II role provides high-level administrative support to the Sr. Vice President of Product, Marketing, & Training, while also serving as the primary office manager responsible for maintaining a well-organized, efficient, and welcoming workplace. This includes overseeing daily operations, coordinating facility needs, managing supplies, and ensuring the Oxnard office runs smoothly. This position also plays a key role in event coordination, supporting internal and external meetings, trainings, and company gathering to ensure seamless execution.

This position will be based in Oxnard, CA and serve our Oxnard location.

Responsibilities

• Executive support – Provide administrative assistance such as writing and editing e-mails, drafting memos, and preparing communications on the behalf of the executive.
• Calendar management – Managing the executive’s calendar, scheduling appointments, prioritizing the most sensitive matters, coordination internal meetings, and ensuring the executive is fully prepared for all commitments.
• Office culture support – Support internal culture-building activities such as employee celebrations, recognition moments, and small scale office events.
• Event coordination – Coordinate all logistical aspects of meetings, trainings, and company events, including scheduling event timelines, reserving spaces, managing RSVPs, arranging A/V needs, coordinating vendors, and ensuring all planning milestones are met.
• Recordkeeping – Maintaining comprehensive and accurate records.
• Confidentiality – Maintain conscious and confidential behaviors in all operational processes and procedures
• Process improvement – Identify opportunities to streamline administrative processes, improve office workflows, and enhance operational efficiency.
• Correspondence handling – Prepare correspondence, respond to inquiries, and route communications to the proper departments or managers.
• Meeting documentation – Take notes and action items for follow-up.
• Light accounting – Performing minor accounting duties and support Accounts Payable to process and track payments.
• Meeting coordination – Organizing meetings, schedule rooms, send reminders, and arrange catering when needed.
• Technology coordination – Partner with IT to coordinate equipment needs, troubleshoot basic issues, and ensure meeting rooms and shared spaces are properly equipped.
• Professional communication – Answering phone calls politely and professionally.
• Visitor management – Welcoming visitors, determine the purpose of their visit, and direct them to the appropriate department.
• Reporting – Create, edit, and generate reports and agendas.
• Travel logistics – Assist with travel arrangements for leadership and event-related travel, including booking transportation, accommodations, and preparing itineraries.
• Expense management – Manage and reconcile expense reports.
• General Support - Perform additional duties as assigned to support leadership and the overall operations.
• Travel support – Travel to offsite events as needed.

Qualifications

• Associate degree, certificate or equivalent from a 2-year college / technical school
• 5+ years of experience in an Executive Assistant role
• Proficiency with Microsoft Office software including Outlook, Teams, Excel, PowerPoint, and Word
• Required Knowledge, Skills, & Abilities:
• Ability to anticipate business needs and priorities
• Highly organized with exceptional attention to detail
• Ability to effectively write business correspondence and work procedures for both internal and external distribution
• Strong business writing and communication skills
• Ability to handle confidential information appropriately
• Excellent time management and scheduling abilities
• Demonstrated ability to work with all levels of internal management, staff members, and external partners
• Must be self-directed and able to work independently
• Strong critical-thinking and decision-making skills
• Demonstrate proficiency in:
• Ethics / Integrity
• Accountability
• Adaptability
• Flexibility
• Dependability
• Teamwork
• Interpersonal Skills
• Positive Attitude
• Communication
• High Attention to Detail
• Prioritization

As a Leader At Rheem, How You Achieve Results Is As Important As The Results You Achieve. While LEADING SELF, You Will Be Expected To Demonstrate The Following Competencies And Behaviors

• Adapting
• Business Understanding
• Collabor…