Executive Operations Administrator

Executive Operations Administrator

We seek a highly organized, client-focused professional to support our Project Managers through coordination of our environmental remediation projects while serving as a trusted partner to Ideal's leadership and office team. You'll keep projects moving smoothly across office and field teams, create exceptional client experiences, and help the executive team run efficiently-managing communications, projects, and priorities with discretion.

You are:

• Inspired by Ideal's mission and energized by a fast-paced environment, with a passion for delivering excellent internal and external client experiences.
• A dynamic, results-oriented go-getter with grit, resilience, confidence, and a sense of urgency to execute effectively and efficiently.
• A process-minded organizer who loves streamlining workflows, meticulously managing documentation, and enhancing team collaboration to ensure timely, profitable project delivery.
• A trusted partner to leadership who handles sensitive and confidential information with the utmost discretion, anticipates needs, and exercises sound judgment with minimal supervision.
• A communicative, trustworthy central point of contact who measures success by the smooth progression of projects, the effectiveness of the leadership team, and the satisfaction of clients and colleagues.
• Experienced, resourceful, and collaborative-committed to growth through effort, feedback, reflection, and learning.

Your mission is to provide exceptional coordination for environmental remediation projects while ensuring Ideal's leadership team operates smoothly and efficiently. You will:

• Facilitate communication between office and field teams, manage project documentation, proactively remove obstacles to completion, and foster collaboration among stakeholders.
• Serve as a key point of contact with vendors, the warehouse, insurance adjusters, project managers, clients, and the leadership team's internal and external partners.
• Manage the project lifecycle-tracking estimates, notifications, and manifests in HubSpot; developing material allowances and scope sheets; and preparing change orders and supplements.
• Track contracts, invoices, submittals, and estimates; provide daily status updates; and maintain project schedules and files.
• Track and upload site reports and logs, assist with material purchases and deliveries, and facilitate client warranties and certificates of completion.
• Support the warehouse function on various administrative tasks related to DMV, fleet, leases, and more.
• Support the leadership team-including but not limited to the President, CEO, Director of Operations, HR Consultant, and Director of Strategic Partnerships-by completing assigned projects and administrative tasks.
• Draft and send professional correspondence on the executives' behalf, triage high-volume email and incoming requests, capture action items from leadership meetings, and help track strategic initiatives-always handling confidential information with discretion.
• Process expense reports and purchase orders, maintain organized digital and physical filing systems, manage office supplies and technology, communicate with Ideal vendors, and support onboarding and offboarding as needed.

What are we looking for?

• 5+ years of experience in executive/senior administrative support and/or project management (construction or restoration a plus). High school diploma or GED required, Bachelor's a plus.
• Bilingual English/Spanish is a plus.
• Advanced proficiency in Google Suite (Gmail, Docs, Sheets, Calendar, Meet) and collaboration tools (Zoom, Google Chat); familiarity with HubSpot or a similar CRM is highly desirable. Experience and a desire to utilize AI tools such as Claude or Gemini required.
• Strong written and verbal communication skills, with the ability to draft polished, professional correspondence on behalf of senior leadership.
• Demonstrated discretion and sound judgment when handling sensitive and confidential information.
• Exceptional listening and interpersonal skills; comfortable interfacing with leadership, clients, field teams, and external stakeholders.
• Proactive, detail-oriented problem-solver who works well both independently with minimal supervision and collaboratively in a fast-paced team environment.
• Availability during standard business hours (Monday–Friday, 7:30 AM–4:30 PM with a 1-hour daily lunch), with occasional overtime or schedule adjustments as needed.

Physical Requirements:

Ability to stand, bend, kneel, reach, stoop, lift/carry up to 30 lbs, operate a computer, sit for extended periods, communicate in-person/virtually/at distances, and drive with reliable transportation to offices.

Benefits and Compensation:

Hourly range of $37.00–$43.00 (DOE), with generous medical, dental, 401(k), and other benefits. Ideal covers 90% of employee and 25% of dependent medical insurance premiums. This is a non-exempt position, eligible for overtime in accordance with California law. In compliance with California pay transparency law (SB 642), the hourly range is included in this posting.

Work Location:

Based at Ideal's headquarters: 1499 Evans Avenue, San Francisco, CA 94124. Hybrid arrangements (min. 3 days in office) may be discussed after the first 90 days.

Reports to the President.

Full-time, non-exempt.