Administrative Assistant

Job Description

Job Description

Administrative Assistant

Reports To: HR Manager Type: Non-Exempt

Department: Operations Location: On-site

Direct Reports: None

Why This Role Matters

Western Weather Group has grown from a five-person team into a company serving utilities, agriculture, and municipal clients across the country; and that growth runs on the people who keep our business running smoothly every day. As our Administrative Assistant, you're the first face our employees, vendors, and clients see and the steady hand that keeps facilities, events, travel, and HR support moving without a hitch. This role sits at the center of the company: you'll work directly with our Executive Team, Marketing, and HR, and your judgment and follow-through directly shape how WWG feels to everyone who walks through our doors.

What You'll Do

Office Administration

• Answer incoming calls and direct them to the appropriate employee or department.
• Plan and coordinate vendor and client visits to both company locations, ensuring a polished, professional first impression.
• Assist in scheduling companywide meetings and handling onsite setup and logistics.
• Source event space, arrange catering, order supplies and signage, and manage logistics for company events to a high standard.
• Plan and coordinate team-building events and the annual holiday party.
• Facilitate company sponsorships and charitable donations in partnership with Marketing.
• Handle onsite coordination for the Marketing department, including:
  • Ordering and organizing swag inventory.
  • Arranging swag and booth shipments for trade shows and conferences.
• Manage print and promotional vendor accounts, including swag, flyers, and business cards.
• Plan and coordinate office furnishing, sourcing, and installations with vendors.
• Coordinate building maintenance and janitorial services for both Chico office locations.
• Organize and maintain office supplies, breakroom stock, and the Monday juice tradition.
• Gather, sort, and process mail and deliveries at the Main Office.

Administrative Coordination

• Serve as WWG's travel champion, acting as the primary point of contact with our travel provider (Concur).
• Coordinate travel arrangements for the Executive Team.
• Schedule and coordinate multi-party meetings for the Executive Team, including internal staff, clients, and external partners.
• Assist with document preparation and processing, including e-signature workflows.
• Help prepare materials and presentations for all-company meetings.

HR Support (Backup to HR Manager)

• Provide general administrative support to the HR Manager as needed.
• Assist with new-hire onboarding, including ordering employee apparel and arranging onsite headshots.

Who You Are

• Organized & Reliable: You keep things running smoothly and rarely need to be asked twice.
• Anticipates Needs: You spot what a vendor, colleague, or guest needs before they have to ask.
• Steady Under Pressure: You're the calm, capable point of contact when three things go sideways at once.
• Professional Presence: You represent WWG well with employees, vendors, and visiting clients alike.
• Trustworthy: You keep sensitive HR and executive information confidential without being asked twice.
• Team-Oriented: You bring energy to events and team culture and genuinely enjoy making the workplace better.

What You Bring

Knowledge & Skills

• Demonstrated ability to manage multiple tasks and vendor relationships with minimal supervision.
• Working proficiency with standard office software (Microsoft Office) and scheduling tools.
• Strong organizational skills, sound judgment, and reliability in executing tasks to completion.
• Clear, professional written and verbal communication.
• Comfortable coordinating logistics across vendors, departments, and locations at the same time.

Education

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.

Experience

• 2–4 years of experience in office administration or a related support role.
• Experience supporting executives or coordinating events and vendor relationships preferred.

Tools You'll Use

• Laptop, standard office and mailroom equipment.
• Microsoft Office 365 (Outlook, Word, Excel, PowerPoint) and e-signature platforms.
• Concur (or equivalent) travel booking and expense platform.
• Office and facilities vendor management and ordering systems.

Work Environment

• Based onsite in Chico, CA - candidates must reside in Chico or the surrounding area.
• Standard office environment with regular computer use and frequent phone/in-person interaction.
• Occasional local travel between the two Chico offices and to event or vendor sites.
• Occasional lifting of event supplies, swag, and deliveries (up to 25 lbs).

Why You'll Love Working at WWG

• Health, Dental, and Vision insurance - 90% of employee premium paid by WWG, 50% for eligible dependents.
• 401(k) with 4% company match, plus discretionary profit sharing.
• Vacation paid time off starting at 15 days (120 hours) annually, increasing with tenure.
• Fun, sponsored outings and team-building events you'll actually help plan.
• A central, visible role where your work is seen and valued by every department.
• A growing company that still feels close-knit, with real opportunities to expand your responsibilities.

Equal Opportunity

Western Weather Group is proud to be an Equal Opportunity Employer. We are committed to fair pay practices, transparency, and building an inclusive workplace where every employee is treated with respect.

This job description in no way states or implies that these are the only duties to be performed by the employee incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties as requested.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee must possess the skills, aptitudes, and abilities to perform each duty proficiently. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.