Executive Assistant / Office Manager MARS Energy Group | Sacramento, CA Salary: $75,000–$85,000 annually Location: Sacramento, CA Schedule: Monday–Friday | On-site About the Role MARS Energy Group is seeking an experienced, highly organized, and proactive Executive Assistant / Office Manager to provide high-level administrative support to executive leadership while managing the day-to-day operations of our Sacramento office. This dual-function position is ideal for someone who thrives in a fast-paced environment, enjoys creating structure, and takes pride in ensuring executives and office operations run efficiently. The Executive Assistant / Office Manager will serve as a trusted resource to senior leadership, managing executive schedules, coordinating meetings and travel, overseeing office operations, and assisting with special projects. The ideal candidate will anticipate needs, manage competing priorities, exercise sound judgment, and take initiative with minimal oversight.
Key Responsibilities
Executive & Administrative Support
- Provide direct administrative support to executive leadership, including calendar management, scheduling, meeting coordination, and travel arrangements.
- Manage executive calendars, prioritize appointments, and coordinate schedules across multiple departments and business units.
- Prepare and organize correspondence, presentations, reports, meeting agendas, and other executive materials.
- Coordinate expense reports, travel itineraries, and administrative documentation.
- Track action items, deadlines, and follow-up commitments to ensure priorities remain on schedule.
- Facilitate communication and coordination between executives, internal departments, and external business partners.
- Handle confidential and sensitive information with professionalism and discretion.
- Provide additional administrative support to senior leadership as business needs evolve.
Office Management & Operations
- Oversee the daily administrative operations of the Sacramento office to ensure an organized, professional, and efficient workplace.
- Manage office supplies, inventory, purchasing, and vendor relationships.
- Coordinate office maintenance, facilities requests, equipment needs, mail, deliveries, and general administrative services.
- Serve as the primary point of contact for office-related questions, requests, and operational needs.
- Welcome visitors, coordinate guest arrangements, and maintain a professional office environment.
- Coordinate with IT and other departments regarding office equipment, technology needs, and workspace readiness.
- Maintain organized office records, administrative documentation, and established procedures.
- Identify opportunities to improve office processes, organization, and operational efficiency.
Meetings, Events & Special Projects
- Coordinate executive meetings, leadership gatherings, company events, and office activities.
- Manage meeting logistics, including scheduling, conference room arrangements, materials, and refreshments.
- Assist with planning and coordinating company functions and executive visits.
- Support special projects and administrative initiatives involving multiple departments or business units.
- Coordinate information, schedules, and communications to support timely completion of executive priorities.
- Assist senior leadership with additional projects and administrative responsibilities as assigned.
Qualifications
- 5+ years of experience in executive assistance, senior administrative support, office management, or a related role.
- Previous experience directly supporting C-suite executives or senior leadership strongly preferred.
- Experience managing corporate office operations, vendors, and administrative processes.
- Excellent organizational, multitasking, and time-management skills.
- Strong written and verbal communication skills, including the ability to prepare professional correspondence and presentations.
- Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
- Ability to quickly learn and adapt to new technology platforms and business systems.
- Strong attention to detail, problem-solving abilities, and consistent follow-through.
- Ability to exercise discretion and sound judgment when handling confidential or sensitive information.
- Strong interpersonal skills and the ability to communicate professionally with executives, employees, vendors, and external partners.
- Ability to work independently, anticipate needs, and adapt to changing priorities.
- Experience in construction, energy, professional services, or a multi-entity corporate environment is preferred.
What Makes Someone Successful in This Role? The ideal candidate is highly organized, dependable, and comfortable taking ownership of both executive support and office operations. You understand how to support senior executives without requiring constant direction. You anticipate needs, recognize what requires attention, and manage details before they become problems. You are equally comfortable coordinating an executive meeting, preparing a presentation, managing an office vendor, arranging travel, or ensuring the office is prepared for an important visitor. You communicate professionally, exercise sound judgment, and understand the importance of confidentiality and discretion. Most importantly, you are proactive, resourceful, adaptable, and committed to helping executive leadership and the broader organization operate effectively. Work Environment This position operates in a professional office environment and is on-site Monday through Friday at the company's Sacramento office. Occasional travel to other company locations may be required to support executive leadership, company meetings, events, and business operations. Equal Employment Opportunity MARS Energy Group is an equal opportunity employer and is committed to providing a workplace where employees are treated with dignity and respect. All employment decisions are made in accordance with applicable federal, state, and local laws. This job description is intended to describe the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Responsibilities may change based on business needs.