Administrative Assistant to VP Operations

Description

• Administrative Assistant to VP of Operations
• Location: San Clemente, CAEmployment Type: Full-TimeReports to: Executive Assistant to CEO
• Enable Excellence. Drive Impact. Lead from Behind.

At Sonance, we believe that life is better with music—and that exceptional support enables exceptional leadership. We're seeking a dynamic Administrative Assistant who will be the strategic right hand to our VP of Operations (70% of time) while providing critical support to other executive team members (30% of time). This isn't just an administrative role; it's an opportunity to be at the center of operational excellence for a company that's reimagining sound.

About Sonance

Since 1983, Sonance has pioneered the architectural audio industry with our "Designed to Disappear" philosophy. We operate with three core principles: being Humble (team-first mentality), Hungry (passionate and driven), and People Smart (exceptional interpersonal skills). As we accelerate our global expansion, we need someone who embodies these values while orchestrating the complex demands of executive support.

The Opportunity

We're looking for a proactive, tech-savvy professional who thrives in dynamic environments and finds joy in enabling others to succeed. You'll be the operational backbone for our VP of Operations, ensuring seamless execution of strategic initiatives while maintaining the pulse of day-to-day operations. Your ability to anticipate needs, juggle multiple priorities, and adapt quickly will directly impact our leadership's effectiveness.

Key Responsibilities

Executive Partnership (70% with VP of Operations)

• Strategic Calendar Management: Orchestrate complex scheduling across time zones, prioritizing based on business impact
• Project Coordination: Drive key operational initiatives to completion, managing timelines, stakeholders, and deliverables
• Communication Hub: Draft and refine executive communications, presentations, and strategic documents
• Meeting Excellence: Prepare comprehensive briefing materials, capture action items, and ensure follow-through
• Travel Orchestration: Arrange complex domestic and international travel with attention to efficiency and preferences

Organizational Support (30% for Executive Team)

• Cross-functional Collaboration: Serve as liaison between departments, ensuring clear communication flow
• Event Planning: Coordinate team events, off-sites, and visiting stakeholder meetings
• Administrative Excellence: Manage expense reports, purchase orders, and vendor relationships
• Culture Champion: Support team engagement initiatives and maintain office energy (yes, including lunch coordination!)
• Flexible Coverage: Step in wherever needed to maintain operational continuity

Technology & Innovation

• AI Integration: Leverage ChatGPT and emerging AI tools to enhance productivity and decision-making
• System Optimization: Master Apple ecosystem and project management platforms (Asana, MS Project Planner)
• Process Improvement: Identify and implement efficiency opportunities across administrative functions
• Data Management: Maintain accurate records and generate insightful reports for leadership

What You Bring

Essential Qualifications

• Bachelor's degree in Business Administration, Operations Management, Hospitality, or related field
• 3+ years of executive-level administrative experience, preferably in manufacturing or fast-growth environments
• Exceptional written and verbal communication skills with ability to adapt tone for various audiences
• Advanced proficiency in Apple ecosystem (Mac, iPhone, iPad) and Microsoft Office Suite
• Experience with project management tools (Asana, Microsoft Project Planner, or similar)
• Demonstrated ability to handle highly confidential information with absolute discretion

The Ideal Candidate Will Have

• Anticipatory Mindset: You solve problems before they become problems
• Operational Thinking: You understand how businesses work and can connect dots across functions
• Grace Under Pressure: You thrive when priorities shift and maintain composure in high-stakes situations
• Intellectual Curiosity: You're eager to learn AI tools, new systems, and industry knowledge
• Relationship Builder: You naturally connect with people at all levels, from warehouse staff to CEOs
• Detail Orientation: Nothing slips through the cracks on your watch
• Self-Starter DNA: You take ownership and drive results without constant direction

What Sets You Apart

• Multilingual capabilities (especially Spanish or Mandarin)
• Experience supporting C-suite executives in global organizations
• Comfort with technical/engineering concepts and terminology
• Experience with task/project management tools including Asana, Microsoft Project Planner or similar
• Utilized AI LLMs outside of just copywriting
• Track record of process improvements that enhanced team productivity

What We Offer

Comprehensive Benefits

• Medical, Dental, Vision: Multiple coverage options for you and your dependents
• Additional Coverage: Voluntary benefits including pet insurance and more
• 401(k) Match: Discretionary match of $0.50 per dollar up to 6% of salary

Work-Life Integration

• Time Off: 2 weeks paid vacation plus 11 paid holidays annually
• Flexibility: Primarily in-office role with flexibility as business needs allow
• Wellness Program: Rewards for mental, physical, and emotional wellbeing initiatives

Growth & Culture

• Learning Opportunities: Exposure to executive decision-making and strategic initiatives
• Dynamic Environment: Fast-paced, informal culture where no two days are the same
• Impact: Direct influence on operational excellence and leadership effectiveness
• Team Culture: Join a team that embodies Humble, Hungry, and People Smart principles

Our Commitment to You

We believe in authentic partnerships—not just with our customers, but with our team members. You'll work directly with leaders who value your contributions, seek your input, and invest in your development. This role offers unique visibility into executive leadership and operational strategy, providing exceptional career growth opportunities.

Ready to Make an Impact?

If you're a strategic thinker who excels at tactical execution, finds energy in supporting others' success, and wants to be part of a company that's transforming how the world experiences sound, we want to hear from you.

This role requires someone who can start immediately and make an impact from day one. The right candidate will quickly become indispensable to our leadership team while helping drive Sonance's continued growth and innovation.

Sonance is an equal opportunity employer committed to building a diverse and inclusive team. We believe different perspectives make us stronger and encourage applications from all qualified candidates.

Application Note: Please include specific examples of how you've enabled executive success, managed competing priorities, and implemented process improvements in your cover letter.