• Job Description

  Req#: 822350210

  Kitchell seeks an experienced and dedicated Executive Assistant / Office Manager to join our Southern California region in Irvine and build a long-term career at one of the most innovative and growth-oriented building companies in the United States.

  Overview

  The Executive Assistant & Office Manager provides direct support to the President and Vice President of Operations, playing a critical role in managing executive calendars, coordinating meetings, handling sensitive information, and assisting with various business operations. In addition to executive support, this position is responsible for overseeing daily office functions to ensure smooth and efficient operations. The ideal candidate will be a strong communicator and skilled multitasker with a proactive approach to problem-solving in a fast-paced corporate environment.

  Responsibilities

  • Provide seamless executive administrative support to both the President as well as Vice President of Operations by adapting to diverse tasks and responsibilities
  • Showcase proficiency in modern technology and software, particularly Microsoft Office 365 (Outlook, Word, Excel, etc.) and virtual meeting platforms (including but not limited to Microsoft Teams)
  • Act as a liaison between executives and stakeholders, professionally demonstrating strong communication skills
  • Utilize problem-solving abilities to think quickly and address challenges efficiently
  • Demonstrate highly organized skills in managing schedules, coordinating meetings, and tracking important documents and deadlines
  • Handle sensitive information with discretion and trustworthiness
  • Embrace a collaborative mindset while working closely with executives, leadership and team members.
  • Apply emotional intelligence to manage emotions and understand others, contributing to positive work environments
  • Proactively anticipate situations and take initiative in addressing issues without always waiting for directions
  • Pay meticulous attention to detail in all aspects of the job, ensuring efficient operations
  • Embrace and excel in multitasking, understanding the critical nature of handling multiple tasks simultaneously

  Office Responsibilities

  • Manage and oversee the office by fostering a positive and professional work environment, promoting team collaboration and efficiency
  • Manage and oversee the overall office management duties for the office as well as associated conference room to ensure it is maintained, organized, and is set up, and equipped as needed for meetings and events
  • Ensure that office operations run smoothly, including mail distribution and office supplies management
  • Address any issues or concerns raised by the team and resolve them promptly

  Education and Experience

  • High school diploma plus secondary business administration instruction is required
  • 5 - 10 + years of experience in office administration/executive support is required
  • Accurate, clear, and concise verbal and written communication is required
  • Excellent writing/proofreading skills for all outgoing and interdepartmental correspondence is required

  Knowledge and Skills

  • Technologically Savvy: Proficiency in Microsoft Office 365 (Word, Excel, Outlook, PowerPoint), Video Conferencing software (MS Teams), and other relevant software is required
  • Adaptable: Highly adaptable to change and capable of handling diverse tasks is required
  • Problem-solving: Strong problem-solving abilities and the ability to think quickly and solve problems is essential
  • Organizational: Exceptional organizational skills, the ability to manage schedules, coordinate meetings, and adhere to important documents and deadlines is required
  • Discretion & Trustworthiness: Handling sensitive information is a key part of this position, so discretion, trustworthiness, and reliability in handling sensitive information are vital and required
  • Collaborative Mindset: Ability to collaborate with executives and other stakeholders with a team- oriented attitude is required
  • Emotional intelligence: The ability to manage their own emotions and understand others is key in managing relationships and maintaining a positive work environment is required
  • Proactivity and initiative are required.: Anticipates situations and is proactive in addressing issues. This might involve foreseeing potential schedule conflicts, identifying areas where processes can be optimized, or taking the lead on projects that align with the President/CEO's goals. The ability to think ahead and act without always waiting for directions can significantly enhance your productivity and the efficiency of your operations.
  • Excellent attention to detail: Detail is important to every aspect of this position; the ability to ensure that all details are thought through to ensure efficient operations are required
  • Ability to multitask efficiently: This is a critical aspect of this position; someone who understands this requirement and embraces an opportunity to do several tasks at once is required

  License and Certifications

  • A Notary Public accreditation is preferred
  • A valid driver’s license with an acceptable motor vehicle record, free from suspensions or restrictions, is required

  Travel Requirement

  Limited travel will be required for this position.

  Work Environment

  While performing the duties of this job, the employee regularly works in a general, climate- controlled, office environment.

  Physical Requirements

  This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

• About the company

  More than a great builder. We are leaders in the real estate and construction sectors, from concept through ribbon-cutting and beyond.

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