Executive Administrative Assistant

Classification: Full-Time, Non-Exempt, At-Will

Reports to: Operations Administration Manager

Department: Operations

Who We Are:

At Race Communications, we are passionate about connecting California communities through our advanced 10G fiber internet service. We pride ourselves on our people-first approach, ensuring that every team member feels valued and supported. If you are looking for a rewarding career in a collaborative and innovative environment, Race is the place for you.

Position Impact:

The Executive Administrative Assistant plays a critical role in ensuring seamless administrative, compliance, and legal support within the Operations department. This role serves as the central point of contact for office operations while providing specialized support in COI tracking, entity establishment, business and tax filings, claims handling, data analysis, and operational administration.

The ideal candidate is self-sufficient, proactive, and detail-oriented, thriving in a dynamic, fast-paced environment with minimal structure. This position requires someone who balances independence with cross-functional collaboration, demonstrates sound judgment, discretion, and initiative, and has the ability to manage multiple complex responsibilities simultaneously.

Administrative & Office Support

• Serve as first point of contact for the South San Francisco office, ensuring smooth day-to-day operations.
• Pick up, sort, and distribute daily mail, including daily retrieval from the Burlingame PO Box. Coordinate with the post office and courier services as needed.
• Maintain and manage office supplies, breakroom inventory, and equipment to ensure uninterrupted operations.
• Handle scheduling, correspondence, clerical tasks, and general administrative support for the Operations department.
• Maintain organized filing systems, ensuring accuracy, completeness, and compliance with company standards.
• Act as a liaison between internal departments, vendors, and external service providers.
• Coordinate travel arrangements, itineraries, and logistics for Operations staff.

Legal & Compliance Administration

• Manage and track Certificates of Insurance (COIs) across all programs and projects, ensuring coverage is valid, compliant, and up to date.
• Oversee entity establishment processes, including registration, incorporation, and organizational documentation.
• File and maintain business licenses, tax licenses, and other legal or regulatory filings.
• Maintain corporate records, contracts, agreements, and other legal documents; assist in preparation, organization, and review.
• Monitor deadlines for filings, renewals, and compliance-related activities, ensuring no lapses.
• Assist with claims processing and documentation, tracking incidents, coordinating responses, and maintaining detailed records.
• Support legal counsel and Operations leadership with research, documentation, and follow-up tasks as required.

Employee Onboarding & Support

• Coordinate onboarding activities, including workspace setup, IT equipment, badge issuance, and access credentials.
• Partner with HR and IT to ensure seamless onboarding and role-specific compliance requirements are met.
• Conduct office tours and provide administrative guidance to new hires regarding policies, procedures, and systems.

Project, Process & Data Management

• Assist with project management initiatives, tracking milestones, documenting progress, and ensuring deadlines are met.

• Support process mapping, workflow creation, SOP documentation, and process improvement initiatives.

Technology & IT Support

• Provide light troubleshooting for IT equipment including laptops, printers, monitors, and conferencing tools.
• Coordinate with IT vendors and internal IT teams for complex issues.

Events, Training, & Communications

• Support internal event planning and execution, including training sessions, team meetings, and company-wide activities.
• Assist in the creation of executive-level materials, presentations, and reports for leadership, board meetings, and department reviews.
• Collaborate with internal communications teams to support company-wide announcements, compliance updates, and policy changes.

Operational & Cross-Site Support

• Provide administrative support across multiple offices as needed, including travel to other Race locations.

Records, Reporting & Analytics

• Maintain accurate, organized records of contracts, legal filings, licenses, insurance documents, and employee compliance materials.
• Prepare periodic and ad hoc reports on COI status, entity compliance, license renewals, claims, KPIs, and operational performance metrics.
• Ensure all records are maintained in a secure and confidential manner, adhering to company and legal requirements.

Qualifications & Experience

• Eligible for U.S. employment without sponsorship; minimum age 21.
• High school diploma or GED required; associate’s or bachelor’s degree preferred.
• 3–5 years of administrative experience, preferably in legal, compliance, claims, or operations administration.
• Strong experience managing COIs, corporate filings, business licenses, tax filings, and legal documentation.
• Proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint); experience with data visualization and reporting tools preferred.
• Experience with SOP creation, project management, process mapping, KPI tracking, and data analysis.
• Comfortable working independently in a fast-paced, evolving environment.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.
• Excellent interpersonal and communication skills; proven ability to collaborate across teams.
• Valid driver’s license and willingness to travel up to 10%.
• Spanish language proficiency desirable.

Skills & Competencies

• Self-sufficient, adaptable, and proactive in managing responsibilities.
• Strong problem-solving, analytical, and decision-making skills.
• Exceptional organizational skills with high attention to accuracy and compliance.
• Ability to analyze data, create KPIs, and produce executive-level reports and presentations.
• Professional demeanor with discretion and confidentiality.
• Demonstrates initiative, resourcefulness, and the ability to thrive in an environment lacking strict structure.
• Commitment to Race’s values: customer focus, teamwork, ethics, inclusion, and safety.

Why You'll Love Working Here:

• Incredible Benefits: 100% Employer-Paid premiums for medical, dental, vision, and life insurance.
• Invest in Your Future: 401(k) with a 100% company match up to 4%.
• Time to Recharge: Generous Paid Time Off (PTO), including your birthday.
• Stay Connected: Free Race high-speed internet and phone service where available.