Executive Assistant to CEO / Office Manager

Job Description

Job Description

Salary : $80,000-$100,000

At Caliente Construction, Inc. we offer a variety of benefits including retirement savings plans with a 401k match and excellent healthcare choices that include medical, dental, vision. We firmly believe in the holistic health of our team and offer a wellness program that provides an on-site fitness center, personal training, biweekly massage therapist and more! We offer opportunities for professional development, personal growth and strongly believe in giving back to our community through various not-for-profit events we participate in throughout the year.

What Youll Do

• Serve as the CEOs right handanticipating needs, solving problems, and making things happen.
• Manage calendars, schedule meetings, and coordinate tasks like a pro.
• Prepare reports, presentations, and communications that keep projects and stakeholders aligned.
• Act as a liaison between the CEO, leadership team, and project stakeholders.
• Bring organization, efficiency, and positivity to everything you touch.

What Were Looking For

Why Youll Love Working With Us

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Position : Executive Assistant to CEO / Office Manager

Reports to : President & CEO

Status : Exempt

JOB SUMMARY :

The Executive Assistant / Office Manager is responsible for organizing and coordinating operations for the President / CEO to ensure organizational effectiveness and efficiency. This position will co-report to members of the Companys leadership team for office related items.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES :

Acts as the main point of contact for Executives, employees, and external vendors and stakeholders

Monitors emails and prioritizes messages based on timeline, importance, and key players involved

Maintains a daily list of important items to bring to the Executives attention

Provides administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the Executives behalf

Prepares contracts and other documents for signature (wet and electronic)

Maintains professional and personal calendars, organizes in-person and virtual meetings, including scheduling and sending reminders; Prepares meeting agendas and sets up AV equipment, as needed

Arranges travel itineraries and necessary accommodations, including airfare, lodging, registration, and related events and activities

Prepares and coordinates hosted events, including contract negotiation and vendor selection

Maintains Company vehicle list and sets appointments for maintenance and cleaning. Reserves Company vehicle for personnel, as needed

Registers team members for educational events, seminars, trainings, and other meetings

Assists with personal tasks and errands, as requested

Manages and works cohesively with the Receptionist position

Assists with front desk duties

Other duties, as assigned

FUNCTIONAL REQUIREMENTS :

To be successful in this role, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

A high school diploma, or equivalent, is required in conjunction with at least five-to-seven years working experience in an office / administrative role, specifically supporting CEO / C-Suite level Executives

Experience in the Construction industry is preferred but not required

Proficient with Microsoft software applications (Word, Excel, Outlook, PowerPoint). Utilization of the Internet for research and other tasks

Able to use discretion and maintain confidentiality for professional and personal tasks

Exceptional organization skills, detail-oriented, efficient, and reliable

Capable of remaining poised and working well under pressure

Excellent written and verbal communication skills with the ability to multitask

Ability to work in a fast-paced environment, flexible and adaptable to changes to planned tasks or schedule

ADDITIONALREQUIREMENTS :

Abilitytoworkaminimumof40hoursperweekormoreifrequired

Abilitytoliftand / orcarryupto20lbs.unassisted

Mayrequirerepetitiveuseofarms,hands,andfingers

Mustbeabletobend,stoop,squat,crawl,climb,kneel,balance,push,pullandreachover -head.

Mayrequireprolongedperiodsofsitting,walkingand / orstandingthroughoutworkday.

Willingtotraveltovariousjobsiteand / oremployeerecruitmentandworklocations.

Requiresexercisingdiscretionindecisionmakingandmaintainingstrictconfidentialitywithrespecttoapplicant,employeeandCompanyproprietaryinformation.