Executive Assistant / Office Manager

at  Caliente Construction

Why Work Here?
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.
Position: Executive Assistant/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 Company’s leadership team for office related items.

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

ADDITIONAL REQUIREMENTS:

• Ability to work a minimum of 40 hours per week or more if required
• Ability to lift and/or carry up to 20 lbs. unassisted
• May require repetitive use of arms, hands, and fingers
• Must be able to bend, stoop, squat, crawl, climb, kneel, balance, push, pull and reach over-head.
• May require prolonged periods of sitting, walking and/or standing throughout workday.
• Willing to travel to various job site and/or employee recruitment and work locations.
• Requires exercising discretion in decision making and maintaining strict confidentiality with respect to applicant, employee and Company proprietary information.

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 Executive’s attention
• Provides administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the Executive’s 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

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 schedul