Executive Administrator

ALERTWest is a state-of-the-art wildfire detection camera system that enables firefighters and first responders to increase their situational awareness and decrease response times in order to save lives, property, and the environment.

ALERTWest utilizes a collaborative model to partner with various agencies to stand up one of the largest fire camera networks in the country, with over 1,000 Pan-Tilt-Zoom (PTZ) cameras in our network. With advanced artificial intelligence (AI) technology at our disposal, our system can detect new incidents and their locations quickly.

Summary

The Executive Administrator supports ALERTWest’s growth by serving as a strategic extension of the VP of Operations, driving day-to-day execution across operations, communications, and organizational priorities. It ensures alignment between leadership direction and cross-functional delivery, maintaining momentum on key initiatives in a fast-moving environment. This position operates at a high level of ownership and discretion, managing executive priorities, coordinating internal efforts, and supporting how ALERTWest communicates and executes both internally and externally.

Additional information

• This position is a full-time position on-site at our office in Chico, CA.
• This role requires on-site presence and does not offer remote work options
• A typical work week is 8 hours daily Monday through Friday with occasional overtime
• All job offers are contingent upon applicant passing a post-offer, pre-employment background check, non-arduous physical, and drug/alcohol screening
• Occasional travel required for in-person client trainings, site visits, and industry conferences

Essential Job Functions

** This section for the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not prevent an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower-level duties may be required.

Executive Operations & Strategic Support

• Serve as the primary administrative and operational support to the VP of Operations
• Manage executive priorities, calendars, and scheduling to optimize time and focus
• Track and coordinate progress on initiatives, ensuring deadlines and deliverables are met
• Coordinate cross-functional efforts to maintain alignment and execution across teams
• Prepare materials for executive meetings, presentations, and strategic discussions
• Support special projects and initiatives as directed by leadership
• Help prioritize competing initiatives based on business impact

Marketing, Communications & Brand Execution

• Oversee internal marketing and communications initiatives aligned with leadership strategy and organizational priorities
• Manage social media strategy, content calendars, and publishing
• Develop and produce company materials, including one-pagers, presentations, and collateral
• Oversee website content, updates, and ongoing maintenance
• Maintain consistent messaging across internal and external communications
• Coordinate partner communications, including joint announcements and press materials
• Ensure brand consistency across all digital and print assets

Conferences, Events & Travel Coordination

• Plan and/or organize conferences, trade shows, and industry events
• Execute and Coordinate booth operations, materials, shipping, and on-site coordination
• Build and manage detailed executive travel itineraries
• Coordinate flights, hotels, transportation, and schedules
• Serve as the primary point of contact for event organizers and vendors
• Schedule and coordinate internal and external meetings, including catering, site preparation, and logistics for client and vendor visits

Budget, Purchasing & Operational Oversight

• Organize and coordinate marketing and operational budgets, including expense tracking, allocation of current budget funds, and reconciliation & reporting
• Manage purchasing of marketing materials, supplies, and event needs
• 5+ year of executive assistant experience
• High School diploma or GED certificate, Bachelor’s degree in related field (strongly preferred)
• Proven experience managing internal communications with selective…