Office Manager & Executive Assistant

International Petroleum Products & Additives Co., Inc. (IPAC)
Location: San Ramon, California
Employment: Full-time, on-site, salaried exempt
Annual Base Compensation: $65,000–$85,000, plus incentive bonus eligibility

IPAC is a privately held global manufacturer and distributor serving the petroleum additives, lubricants and specialty chemicals industries, with operations across the United States, Europe and Asia.

We combine technical expertise, manufacturing capabilities and long-standing customer relationships with the entrepreneurial leadership of a privately held company. Our continued growth, acquisitions and investment in systems create opportunities for employees to contribute directly to the business.

At IPAC, individual contributions matter. You will work closely with leadership and international colleagues in an environment that values ownership, integrity, teamwork and practical problem-solving. This is an opportunity to become an integral part of a growing company where your work has a visible impact.

IPAC is seeking an accomplished Office Manager & Executive Assistant to provide trusted administrative support to the CEO, oversee our San Ramon office and support our global sales team.

This is a visible position working directly with the CEO, senior leadership and international business partners. It offers broad exposure to the business and the opportunity to become a valued partner in keeping executive priorities, office operations and sales activities organized and moving forward.

The successful candidate brings professional polish, confidence and exceptional attention to detail. You anticipate needs, communicate thoughtfully and exercise discretion when handling sensitive business matters. We value someone who builds trust through sound judgment, reliable follow-through and careful management of confidential information.

• Coordinate executive calendars, meetings, travel and transportation for the CEO, senior management, visiting employees, customers and suppliers.
• Anticipate administrative needs and ensure meeting materials, itineraries and supporting information are accurate and prepared in advance.
• Prepare and proofread correspondence, presentations, spreadsheets and management reports.
• Track deadlines, action items and outstanding requests, keeping leadership informed of progress and issues.
• Prioritize competing requests and adapt professionally to changing schedules.
• Handle confidential executive correspondence, business records and employee information with discretion.
• Represent the CEO’s office professionally in communications with employees and external business partners.
• Complete special projects and related assignments from the CEO and senior management.

• Coordinate office vendors, service agreements, building maintenance, equipment repairs and telephone services.
• Review office invoices for accuracy and submit them to Accounts Payable; monitor service usage, including copier contract limits.
• Manage supplies, business cards, postage, mail and shipping; track spending and provide management updates.
• Maintain the staff directory, organizational chart and organized office records.
• Administer employee badges and coordinate office access and alarm system needs.
• Distribute building announcements and coordinate safety communications and training with the designated safety lead.
• Support Accounts Payable with scanning, filing and document storage.
• Identify and recommend practical improvements to office processes.
• Maintain sales opportunities and prospect information in IPAC’s CRM, working with the VP of Global Sales to improve tracking and reporting.
• Prepare monthly opportunity reports using…