Executive Assistant/Office Manager

Want to work for a fast-paced, innovative company? Tri Pointe Homes is always looking for individuals to help us push forward in our pursuit of high-level home buying. If this sounds like a career for you, apply to be a part of our great team.

Tri Pointe Homes Bay Area is looking for an experienced individual to join our talented group as an Executive Assistant/Office Manager.

Position Highlights: In this multifaceted role, you will be responsible for providing administrative support to the Division

President, executive team and for the division’s day to day office operations.

Position Responsibilities:

• Provide executive administrative support to Division President and leadership team.
• Proactively manage complex calendar with attention to accuracy, detail, and allocation oftime to promote productivity and recognize the need to re-prioritize as appropriate.
• Arrange detailed travel plans and itineraries.
• Ensures that expense reports are accurately and efficiently completed.
• Manage and partner with all appropriate stakeholders, as needed, in the planning and execution of meetings, off-sites, and division activities.
• Prepare meeting material, agendas, set-up/clean-up, and take minutes for meetings as requested.
• Accurately compose correspondence, prepare PowerPoint presentations, organizational charts, reports, graphics, etc. that may be confidential, as needed.
• Proactively request information and actions on behalf of Division Leader(s) and ensures that these requests are fulfilled efficiently and effectively before deadlines.
• Understand business priorities and identify process improvements to create efficiency.
• Builds a strong relationship with all internal and external business liaisons.
• Welcome guests by greeting them, in person or on the telephone; handle requests and queries appropriately.
• Work closely with the HR leader on various administrative HR duties.
• Manage daily functions of the office including, but not limited to, office equipment, personnel attendance, supplies, cleanliness, the flow of incoming and outgoing mail/packages, postage machine and labels, and office subscriptions.
• Set up office systems, procedures, and records (electronic and paper).
• Serve as point of contact for office facility 24/7 for employees and property management including, but not limited to, maintenance, keys, janitorial, heat/air, pest control, floor/carpet cleaning, paint touchup, and other building-related items.
• Assign, collect, and track all building access cards.
• Gather, investigate and analyze specific issues affecting the office, independently develop and prepare non-routine responses, reports, and correspondence that can be sensitive and confidential.
• Manage business operations for the office, including processing contracts and invoices, purchasing, expense reports, and preparation of monthly reconciliation reports.
• Serves as the lead Floor Liaison for building emergencies. Maintain building evacuation plan and identified team to assist in safely evacuating office during drills and emergencies.
• Coordinate monthly birthday and anniversary announcements.
• Order office supplies as needed and/or requested.
• May be responsible for front desk, lobby, and breakroom operations.
• Allocate office space; coordinate office moves; prepare space for new employees; space planning.
• Organizes and helps facilitate office moves (e.g. relocating employees, expanding to additional space, moving into new office spaces, etc.), as needed.
• Complete any additional projects, tasks, and assignments as assigned on time

Position Qualifications :

• High School Diploma or equivalent required. College degree preferred.
• 5 or more years of experience providing administrative support for senior-level executives
• Experience with office systems and setups and typical business operations
• High level of professionalism and integrity; must be trustworthy and able to handle confidential and proprietary information appropriately
• Ability to multi-task and be self-directed in a fast-paced, growing, evolving, results-oriented environment
• Highly motivated and able to work in a fast-paced, rapidly changing environment and remain calm and poised under pressure
• Strong attention to detail and organization, with the ability to prioritize and manage time/tasks effectively
• Excellent computer skills including experience with Microsoft Windows (advanced Excel, Word, PowerPoint, and Outlo…