Administrative Assistant

About Us

DMG North is a growing company in the evolving field of building commissioning, and we strive to make buildings work better. Specializing in the optimization of complex building systems, our team's diversified skill set provides value to our clients from the design stages of new construction all the way through operating existing buildings. Our consulting group provides a full array of commissioning services for both new and existing buildings, and our technical services group provides start-up services on complex HVAC equipment from a wide range of manufacturers. As part of the Ambient Enterprises family of brands, the DMG North team consists of experienced industry-leading professionals, focused on logistical, energy and cost-effective solutions to our clients.

Job Description

We are seeking a highly organized, proactive, and dependable Administrative Assistant to support our Vice President and oversee the day-to-day operations of our office. This role will serve as a central point of coordination for the office, helping ensure leaders and employees have the support, resources, and organization needed to operate effectively. The ideal candidate is someone who enjoys being the go-to person in an office environment, can anticipate needs, manage competing priorities, and confidently take ownership of administrative and operational responsibilities.

Note: This role will start in Castro Valley and eventually move to the new Emeryville office in early 2027.

Key Responsibilities

• Coordinate travel arrangements, including booking flights, accommodations, and transportation for Executive leadership, while managing multiple calendars and scheduling priorities.
• Utilize Microsoft Outlook and other Microsoft Office applications to manage calendars, schedule meetings, track communications, and support daily administrative tasks.
• Maintain an organized, professional, and welcoming office environment.
• Coordinate office maintenance, service requests, deliveries, and vendor relationships as needed.
• Assist with invoicing, subcontractor coordination, vendor communication, and maintaining accurate project documentation and records.
• Organize and maintain physical and electronic records, files, documentation, and other administrative materials.
• Receive, review, organize, and route invoices and other documentation for appropriate processing.

Qualifications

• Previous experience in office administration or executive assistant.
• Strong experience coordinating travel arrangements and managing multiple calendars simultaneously.
• Familiarity with invoicing, subcontractor coordination, vendor management, and project documentation preferred.
• Strong technical skills, including proficiency in Microsoft Outlook for calendar management, scheduling, and coordination. Comfortable learning and utilizing new technologies, including AI tools, to improve efficiency.
• Demonstrates professionalism, discretion, and the ability to maintain strict confidentiality when handling sensitive information.
• Strong organizational skills with excellent attention to detail and the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Excellent written and verbal communication skills, with the ability to interact professionally with executives, employees, customers, vendors, and business partners.
• Proactive, resourceful, and dependable, with the ability to anticipate needs, take initiative, and manage responsibilities independently.
• Collaborative, service-oriented team player with a professional and positive attitude.

Compensation: $35.00–$38.00/hr, DOE

Ambient Enterprises provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.