Job Description

Job Description

13ZERO3 CONSTRUCTION is seeking a seasoned Executive Assistant to support the Chief Operating Officer. We are a privately held family-oriented General Contractor operating in Southern California, providing a full range of Construction, Preconstruction, and Construction Management Services, tailoring our services to our clients’ exact needs, resulting in delivering cost-effective projects. We are hands-on, problem solvers, who offer creative solutions to construction challenges, all while understanding the key to building great relationships is by doing what we say and exceeding our customers’ expectations.

The Executive Assistant will be expected to interface with company officers, customers, subcontractors, consultants, and assist with multiple activities and projects. They will support the Chief Operating Officer with departmental activities and projects, including calendar and meeting management, company budgets, subcontractor and customer contracts, expenses, and assisting with improvement to processes and procedures in administrative services.

If you are organized, able to work well under pressure, and have experience in this field, we’d like to meet you.

ESSENTIAL DUTIES AND RESPONSIBILITIES/REGULAR TASKS

• Arrange company, department, and group meetings (e.g., weekly Leadership Team meetings, staff meetings, periodic off-sites), ensuring all necessary information is available for discussion; helps track department-level goals, projects, activities, and results
• Partner with other Corporate Office team members to maintain departmental activities, including budgets, contracts, expenses, annual goals, project deliverables, employee activities, etc
• Communicate and help institutionalize standards throughout the company
• Employ discretion, tact, and diplomacy regularly due to exposure to confidential/sensitive information and extensive interaction with senior management
• Support company conventions and meetings assigned by the team, including but not limited to content review, materials management, storage/shipping logistics, and meeting close-out checklists
• Prepare and edit presentation materials using PowerPoint templates, layouts, and formatting to create reusable content effectively
• Maintain calendars, schedule appointments, and conference calls
• Support team with domestic travel coordination
• Plan and prepare for meetings, including preparation of meeting agendas and follow-up with various authorities
• Compile expense receipts and accurately and thoroughly complete and submit expense reports for reimbursement using the expense reporting system
• Compile and reconcile credit card statements
• Make administrative decisions and appointments and serve as a liaison internally to the team and externally to visitors, as required
• May provide occasional coverage for the reception desk as needed
• Assist sourcing new revenue and contribute to business development
• Order office supplies
• Other duties as assigned

JOB QUALIFICATIONS

• Previous experience as an executive assistant
• Prior experience in construction or construction management is preferred
• Ability to work on multiple tasks with minimal supervision, prioritize and organize workload
• Self-starter, highly motivated and easily and effectively work with others
• Advanced knowledge of Microsoft Office, spreadsheets, databases, and other internal applications and software
• Proven successful experience booking complex domestic travel
• Proactive communicator with strong written, verbal and interpersonal communication skills
• Experience in working with senior-level executives within and outside the company, as well as experience with customers, subcontractors, and other visitors
• Experience with calendar management, investor relations, project meeting and event planning and execution, preparation of executive-level presentations, and travel and expense report administration
• Adaptability to changing needs and situations
• Demonstrate flexibility by responding to unanticipated & complex issues
• Ability to exercise discretion, professionalism, and judgment regarding highly confidential internal and external communications and materials
• Ability to work efficiently with a client-service focus in a fast-paced, dynamic environment with tight deadlines
• Ability to analyze risks within contracts and know when it is appropriate to escalate to management or to external resources, as necessary, for further evaluation or approval
• Demonstrate professional demeanor
• Must be a team player
• Ability to relate well with customers, agency staff, and management and staff at all levels throughout the Company
• Ability to represent the Company in public forums
• Must possess a positive attitude and conduct business with honesty and integrity

WORKING CONDITIONS

• Frequent interaction with people, including owners, staff, governmental agencies and consultants
• Requires extensive workdays when scheduling dictate
• Viewing computer screen
• On a continuous basis, sit at desk for a long period of time; intermittently answer telephone and write or use a keyboard to communicate through written means
• Some walking and lifting up to 25 lbs. may be required
• The noise level in the work environment is typically low to moderate

WORK LOCATION

• Position available in San Diego, California

PAY

• Based on qualifications – Fair Market Rate

BENEFITS

• 401(k)
• Vacation
• Health insurance

Note: The above statements are intended to describe the general nature and level of work being performed and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. They do not establish a contract for employment and are subject to change at the direction of the employer

Company Description

13ZERO3 CONSTRUCTION is a privately held family-oriented General Contractor operating in Southern and Northern California, providing a full range of Construction, Preconstruction, and Construction Management Services, tailoring our services to our clients’ exact needs, resulting in delivering cost-effective projects. We are hands-on, problem solvers, who offer creative solutions to construction challenges, all while understanding the key to building great relationships is by doing what we say and exceeding our customers’ expectations.

Company Description

13ZERO3 CONSTRUCTION is a privately held family-oriented General Contractor operating in Southern and Northern California, providing a full range of Construction, Preconstruction, and Construction Management Services, tailoring our services to our clients’ exact needs, resulting in delivering cost-effective projects. We are hands-on, problem solvers, who offer creative solutions to construction challenges, all while understanding the key to building great relationships is by doing what we say and exceeding our customers’ expectations.