Position Summary:
The Office Administrator is a highly visible, high-impact role responsible for supporting key executives while ensuring operational excellence across XL’s Bay Area office locations. This position blends advanced administrative partnership, office and facilities oversight, hands-on office support, and cross-functional coordination. In addition to providing executive-level administrative assistance, this role includes regular front-desk coverage in the Oakland office and participation in day-to-day operational tasks such as maintaining common areas, organizing supplies, and supporting kitchen upkeep.
In addition to providing high-level administrative support, this role will help shape and strengthen administrative operations across our offices, with the potential to take on functional leadership responsibilities as the administrative team grows.
We are seeking a poised, resourceful, and relationship-oriented professional who thrives in a dynamic environment. This individual will represent XL with professionalism, discretion, and a strong sense of stewardship. Key Responsibilities:Executive & Administrative Support: • Manage and prioritize complex calendars for multiple leaders, ensuring alignment and clarity around competing priorities.
• Exercise sound judgment when evaluating requests and safeguarding executive time.
• Prepare and refine high-quality presentations, reports, and communications.
• Serve as a trusted liaison for internal and external stakeholders, maintaining confidentiality and professionalism at all times.
• Anticipate needs in fast-paced or ambiguous situations, providing thoughtful problem-solving and proactive support.
• Offer coverage and partnership to other executives and administrative colleagues as needed.
Office Management & Operations: • Oversee daily operations for Oakland and support operational coordination for the Milpitas office to maintain environments aligned with XL’s culture and standards.
• Provide oversight, guidance, and support to the Milpitas Office Coordinator to ensure alignment with XL’s office standards and operational expectations.
• Manage budgets and financial tracking for office-related activities, procurement, and facilities expenses.
• Own the sourcing and procurement of supplies, equipment, and furnishings while ensuring cost effectiveness and vendor accountability.
• Develop, maintain, and promote office management SOPs to support consistency and operational discipline across sites.
• Lead space planning initiatives, workstation setups, office moves, and environment upgrades.
• Identify opportunities to improve systems, workflows, and user experience.
Facilities & Vendor Coordination: • Serve as the primary point of contact for building operations, facilities services, and maintenance partners.
• Coordinate repairs, safety inspections, and tenant improvement initiatives across locations.
• Build and maintain productive vendor relationships, contract oversight, and preventive maintenance schedules.
• Ensure all sites meet XL’s standards for safety, accessibility, and operational readiness.
Employee Experience & Engagement: • Partner closely with People and Communications teams to deliver high-quality office events, celebrations, and culture-building activities.
• Support programs that strengthen community presence, employee experience, and local engagement.
• Champion XL’s culture in daily operations, ensuring the Oakland office reflects our values and commitment to a positive workplace experience.
Meeting, Event, & Travel Coordination: • Plan and manage logistics for meetings, department gatherings, conferences, and company-wide events.
• Coordinate domestic travel for executives and team members, prioritizing accuracy, efficiency, and experience.
• Prepare meeting materials and support follow-up actions to ensure continuity and accountability.
Financial & Document Management: • Prepare and reconcile executive and office expense reports with accuracy and timeliness.
• Monitor operational budgets and recommend cost-conscious improvements.
• Maintain organized, accessible filing and documentation systems across locations.
• Support research, project management, meeting briefs, and action tracking. Travel & On-Site Expectations: • Primary location: Oakland (home base)
• Routine travel to Milpitas; periodic travel to Sacramento based on operational needs
• Provide coverage across other XL offices during absences or peak operational periods Qualifications: • 3–5 years of experience providing administrative support, including direct support to senior leaders.
• Experience managing office operations, facilities coordination, or multi-site administrative functions.
• Demonstrated ability to provide functional leadership or coordinate team workflows.
• Strong organizational and prioritization skills with the ability to navigate changing priorities.
• Exemplary written and verbal communication skills.
• High degree of professionalism, confidentiality, emotional intelligence, and interpersonal maturity.
• Advanced proficiency in MS Office Suite and modern workplace collaboration tools.
• Experience in construction, professional services, or operationally complex environments preferred.
• Bachelor’s degree preferred; equivalent experience accepted. Core Competencies: • XLI Steward
• Bridge Builder
• People Builder
• Business Acumen
• Continuous Learner
• Strategic Edge Compensation & Benefits The hourly pay range for this position is $88,000 – $110,000 annually , based on experience and qualifications. This compensation range aligns with California pay transparency guidelines.XL Construction offers a comprehensive benefits package, including:
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