Executive Administrator

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

Minimum Requirements

• 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 external coordination
• Exceptional writing, editing, and presentation skills, with the ability to tailor messaging for diverse audiences
• Highly organized and detail-oriented, with a proven ability to manage multiple priorities and deadlines effectively
• Proven success operating independently in fast-paced start-up environment
• Extensive experience working directly with executive leadership to support strategic objectives
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Experience managing internal Wikis, Canva, Adobe creative, social media (Facebook, Instagram, LinkedIn, Twitter-X, YouTube), and project management tools such as Monday.com or similar platforms
• Ability to travel if required

Performance Competencies

• Maintains strong accuracy and attention to detail while effectively prioritizing tasks and meeting deadlines.
• Communicates clearly and professionally in both written and verbal formats
• Demonstrates responsiveness and professionalism in all client interactions
• Contributes to team objectives through active collaboration and support
• Adapts quickly to changing priorities and evolving business needs
• Identifies issues proactively and recommends effective solutions
• Follows established processes to ensure efficiency and consistency in workflows and documentation
• Represent ALERTWest’s mission and values in all customer and stakeholder interactions

Physical Requirements

• Ability to sit for extended periods of time and use repetitive motions including writing and typing
• Specific vision requirements include close, distant, and peripheral vision, depth perception, and focus adjustment
• Requires use of near vision with or without correction, and an ability to see details at close range (such as using a computer monitor, reading reports, etc.)
• Use of computer systems, video displays, keyboard, mouse, and other peripherals for prolonged periods of time
• Use of hands to hold, grip, carry, and physically interact with objects, tools, or controls
• Must be able to navigate all areas of the office, occasionally including areas accessible only by stairs
• Travel to customer locations, trade shows, and company events, which may require driving or extended periods of standing and walking
• Occasionally may require carrying, lifting, pushing and/or pulling objects up to 50 pounds

What are some of the benefits of working at ALERTWest?

• Our facilities include an on-site cafeteria with daily lunches
• ALERTWest offers a comprehensive benefits program to all eligible employees. Benefits include:
• • Group Medical and Dental group insurance,
  • Life Insurance
  • Vision reimbursement program,
  • 401k - currently 4% employer match,
  • Sick and Vacation Pay
  • Holiday pay
  • Employee Assistance Program (EAP)
  • Medical benefits without a waiting period (available 1st of month after you start)