Executive Assistant ​/ Office Manager

About Vanir

Vanir is a proud minority- and woman-owned company, recognized as a national leader in program, project and construction management (PMCM) and real estate development. Since 1964, we have consistently exceeded client expectations. Ranked as a top PMCM firm by Engineering News-Record (ENR) for more than three decades, our award-winning team provides a full range of services to public and private sector clients in the aviation;

healthcare; education (K-12 and higher); justice and essential services; science and technology; state and local government; transportation; water and wastewater; energy; and commercial, residential and nonprofit markets.

Job Description

The Executive Assistant / Office Manager serves as the central point of coordination for executive operations and office management, providing high-level administrative, operational, and organizational support to the Sun West Area Managers and senior leadership team. Supporting two Area Managers and other regional leaders, this role is instrumental in ensuring the efficient execution of daily business operations, facilitating effective communication, and enabling leadership to focus on strategic priorities.

This position is responsible for managing executive calendars, coordinating meetings and travel, preparing reports, presentations, and correspondence, overseeing office administration, supporting business operations, coordinating employee onboarding, and assisting with business development and special projects. The Executive Assistant / Office Manager serves as a trusted business partner who anticipates leadership needs, exercises sound judgment, maintains the highest level of confidentiality, and effectively manages multiple competing priorities in a fast-paced, collaborative environment.

Through proactive planning, exceptional organization, and strong attention to detail, this role helps ensure operational excellence while fostering a professional, service-oriented workplace.

Essential Duties & Responsibilities:

Executive & Administrative Support

* Manage complex executive calendars, schedule meetings, coordinate appointments, and proactively resolve scheduling conflicts.

* Exercise independent judgment in prioritizing executive requests, managing schedules, and resolving administrative matters with minimal supervision.

* Manage executive email correspondence, prioritize communications, and monitor follow-up activities.

* Track executive action items, deadlines, and commitments to ensure timely completion.

* Prepare, draft, edit, proofread, and distribute correspondence, reports, presentations, proposals, meeting agendas, and other business documents.

* Maintain the highest level of confidentiality while handling sensitive information and matters affecting leadership, personnel, and business operations.

* Maintain distribution lists and facilitate communications on behalf of leadership with internal and external stakeholders.

* Assist leadership with special projects, research assignments, and continuous process improvement initiatives.

* Perform other duties and special projects as assigned.

Meeting, Travel & Event Coordination

* Coordinate internal and external meetings, including scheduling, conference room reservations, virtual meeting platforms, meeting materials, catering, and attendee communications.

* Prepare meeting agendas, record meeting minutes, maintain decision and action logs, and follow up on assigned action items.

* Coordinate domestic travel arrangements, including flights, lodging, ground transportation, and detailed travel itineraries.

* Coordinate registrations and participation in industry conferences, professional associations, networking events, client meetings, and other business functions.

Lead the planning and execution of leadership meetings across various time zones, corporate events, employee engagement programs, executive recognition initiatives, community outreach efforts, and client functions, including calendar coordination, vendor management, budgeting, logistics, and post-event reporting.

Office Management & Operations

* Manage the daily operations of the Glendale office, ensuring a professional, organized, efficient, and welcoming work environment.

* Coordinate office supplies, equipment, facilities, vendors, mail services, and workspace logistics.

* Maintain organized filing systems, document management platforms, and records retention in accordance with company policies and procedures.

* Assist with employee communications, training coordination, and other office-related administrative activities as assigned.

Business Operations & Financial Administration

* Prepare and process expense reports, purchase requisitions, and other administrative documentation.

* Support monthly invoicing activities, including invoice preparation, review, tracking, and coordination with project teams and Accounting.

* Support contract administration, document control, and maintenance of business records in accordance with company procedures.

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