Executive Assistant

We are looking for a highly organized Executive Assistant to provide contract administrative and project support for the Grounds and Garden team in California. This role works closely with department leadership, supervisors, and field staff to keep daily operations running smoothly, coordinate key communications, and support reporting, budgeting, and event logistics. The ideal candidate brings strong judgment, excellent communication skills, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities:

• Provide day-to-day administrative support to departmental leadership, including the department head, managers, supervisors, and staff.
• Draft, format, and coordinate business correspondence, reports, presentations, and other materials with accuracy and attention to detail.
• Manage meeting and event logistics by scheduling sessions, preparing agendas, organizing background materials, and coordinating vendor support as needed.
• Answer questions and fulfill information requests by applying knowledge of departmental activities, policies, and procedures.
• Serve as a resource to team members on organizational guidelines, researching policy questions and communicating clear, up-to-date information.
• Collect and organize data for departmental reporting, perform basic analysis, and help present findings in a clear and effective format.
• Support contract-related administration by working with procurement and finance partners to gather documentation and resolve issues.
• Assist with budget preparation, monitor spending, and report variances to help leadership track financial performance.
• Oversee office operations, coordinate equipment and supply needs, including uniform orders, and recommend process improvements that increase efficiency.
• May provide guidance or review work completed by staff members or outside vendors to help ensure quality and timely delivery.