Executive Assistant & Office Coordinator

We are looking for a friendly, responsible, and professional Executive & Office Assistant with a “get-the-job-done” attitude to aid the owner, construction, and office staff with scheduling, reporting, research projects, data entry, filing, and other on-site tasks as required. This individual must be anticipatory, self-managed, and an overall proactive professional that can adaptively problem solve and be able to provide executive support, guidance, and leadership. This forward-thinking assistant must also be based in knowledge of extensive and continuous calendar management, domestic and international travel management, expense management, event planning & registration, detailed meeting plan management, and all around executive support.

Responsibilities

• Assist owner with various personal and business errands and tasks both on-site and off-site.
• Meet with the owner daily to provide detailed updates on projects and pending action items.
• Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the owner‘s behalf.
• Maintaining comprehensive and accurate records for office staff, owner, yard, and construction teams.
• Performing minor accounting duties such as aiding the office staff with filing, data entry, and other office related tasks as needed or required.
• Filtering mail, checks, and other documents delivered and also available for record on-site to support the owner & staff.
• Ordering appropriate on-site materials for all staff in a timely manner with executive approvals.
• Organizing meetings & work events including scheduling, sending reminders, and organizing catering when necessary.
• Scheduling weekend office staff coverages and notifying HR.
• Supporting yard & construction staff with any questions, concerns, or scheduling issues and will bring to management/HR attention if needed.
• Answering phone calls in a polite and professional manner.
• Transferring calls to the appropriate on-site contacts and taking detailed notes if the individual is not available.
• Managing the executive’s calendar, including making appointments, booking international trips, and prioritizing the most sensitive matters.
• Supporting the owner and office staff with tasks assigned to construction teams and working strategically to get worksite jobs completed.

Requirements

• Must have a friendly and positive disposition.
• Ability to manage multiple assignments, set priorities, and adapt to changing conditions.
• Be a results-driven achiever with excellent organizational skills.
• Must be an exceptional listener and communicator who effectively conveys information verbally and in writing.
• Have stamina, drive, and perseverance to handle pressure well.
• Must be willing and able to resolve problem situations with a smile on their face.
• Reliable. Stable.
• Proficient in MS Office Suite (Outlook, Word, Excel).
• Must have an excellent driving record and reliable transportation.
• Must have a “can-do” attitude and be ready and willing to assist as need or required.
• Must be up to date with latest electronic equipment, gadgets and applications (AI integration familiarity a plus).
• Must have excellent verbal and written communications skills.
• Must be able to always maintain discretion and confidentiality.
• Bilingual (Spanish) a plus.

Position may require use of personal vehicle for offsite meetings, errands, and tasks.

Education: High School graduate required. Some college preferred.

Job Type: Full-time

Pay: From $23.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)
• Microsoft Office: 2 years (Preferred)
• Microsoft Outlook: 2 years (Preferred)

Location:

• Santa Ana, CA 92701 (Preferred)

Ability to Commute:

• Santa Ana, CA 92701 (Preferred)

Work Location: In person