Executive Assistant III

This Executive Assistant III role provides high-level administrative support to the Sr. Vice President of Product, Marketing, & Training, while also serving as the primary office manager responsible for maintaining a well-organized, efficient, and welcoming workplace. This includes overseeing daily operations, coordinating facility needs, managing supplies, and ensuring the Oxnard office runs smoothly. This position also plays a key role in event coordination, supporting internal and external meetings, trainings, and company gathering to ensure seamless execution.

This position will support Rheme North America and is based at our Oxnard, CA location. This is an on-site position.

• Provide administrative assistance such as writing and editing e-mails, drafting memos, and preparing communications on the behalf of the executive.
• Managing the executive’s calendar, scheduling appointments, prioritizing the most sensitive matters, coordination internal meetings, and ensuring the executive is fully prepared for all commitments.
• Support internal culture-building activities such as employee celebrations, recognition moments, and small scale office events.
• Coordinate all logistical aspects of meetings, trainings, and company events, including scheduling event timelines, reserving spaces, managing RSVPs, arranging A/V needs, coordinating vendors, and ensuring all planning milestones are met.
• Maintaining comprehensive and accurate records.
• Maintain conscious and confidential behaviors in all operational processes and procedures
• Identify opportunities to streamline administrative processes, improve office workflows, and enhance operational efficiency.
• Prepare correspondence, respond to inquiries, and route communications to the proper departments or managers.
• Take notes and action items for follow-up.
• Performing minor accounting duties and support Accounts Payable to process and track payments.
• Organizing meetings, schedule rooms, send reminders, and arrange catering when needed.
• Partner with IT to coordinate equipment needs, troubleshoot basic issues, and ensure meeting rooms and shared spaces are properly equipped.
• Answering phone calls politely and professionally.
• Welcoming visitors, determine the purpose of their visit, and direct them to the appropriate department.
• Create, edit, and generate reports and agendas.
• Assist with travel arrangements for leadership and event-related travel, including booking transportation, accommodations, and preparing itineraries.
• Manage and reconcile expense reports.
• Perform additional duties as assigned to support leadership and the overall operations.
• Travel to offsite events as needed.
• Associate degree, certificate or equivalent from a 2-year college / technical school
• 5+ years of experience in an Executive Assistant role
• Proficiency with Microsoft Office software including Outlook, Teams, Excel, PowerPoint, and Word
• Required Knowledge, Skills, & Abilities:
• Ability to anticipate business needs and priorities
• Highly organized with exceptional attention to detail
• Ability to effectively write business correspondence and work procedures for both internal and external distribution
• Strong business writing and communication skills
• Ability to handle confidential information appropriately
• Excellent time management and scheduling abilities
• Demonstrated ability to work with all levels of internal management, staff members, and external partners
• Must be self-directed and able to work independently
• Strong critical-thinking and decision-making skills

As a leader at Rheem, how you achieve results is as important as the results you achieve. While LEADING SELF, you will be expected to demonstrate the following competencies and behaviors:

• Adapting
• Business Understanding
• Collaborating
• Communicating Effectively
• Continuously Improving
• Customer-Orientation
• Developing Self
• Focusing on Results
• Influencing
• Managing Relationships
• Managing Work
• Problem Solving & Decision Making

Equivalent combination of education, experience, and skills may supplement above minimum job requirements.

The pay scale of this role in California is $63,936 - 95,904. Please note all pay ranges are broadly stated and any final offer is dependent on factors such as location, direct experience, market guidance and internal equity, among other qualifying criteria.

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