Executive Assistant, Corporate Services

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Creates, maintains and distributes non-standard correspondence, reports, documentation, records, presentations, processes and systems; initiates correspondence often complex in nature.
• Manages access to the executive or group(s) or delegates to appropriate person.
• Manages multiple complex executive calendars and flow of communication; proactive with daily scanning and looking ahead at least two weeks; confidently rearranges and manages for the Executive as necessary and appropriate.
• Ensures the executive or appropriate staff is made aware of issues that need immediate attention.
• Manages all aspects of Webcor's fleet operations, including vehicle management, compliance and safety, budgeting and cost control and reporting.
• Oversees Office Services for the Alameda office, including managing the office receptionist.
• Serves as the Corporate Travel Manager, maintaining the Concur travel website.
• Liaison for Paramount Insurance; tasks involve coordination with internal and external stakeholders to ensure smooth operations.
• Processes credit applications and maintains credit information for all Webcor and joint venture entities.
• Coordinates monthly board meetings with Obayashi.
• Conducts research, completes data analysis, and prepares reports.
• Develops and maintains organizationalsystemsand improves processes that create efficiency, saving time and money; ensures records are current and easily retrievable.
• Coordinates complex travel logistics; researches and understands international travel while keeping awareness of global cultural differences in mind.
• Processes monthly expense reports and/or personal reimbursements to ensure that expenses fall under the Corporate Policy and are supported with proper receipt/documentation; ensures allocations and approvals are completed by the deadline given.
• Processes, codes and approves vendor invoices in CMiC, checking for accuracy; submits new vendor requests; processes urgent check requests as needed.
• Other special projects or duties as assigned.

TECHNICAL SKILLS AND KNOWLEDGE REQUIRED

• Extensive knowledge in specialized, focused business support functions or groups.
• Comprehensive understanding of general and specific aspects of business support activities and their practical application to a wide variety of problems and situations specific to the discipline or field supported.
• Considerable project administration and business services skills.
• Proven ability to execute assignments in area of responsibility with minimal direction and oversight using some independent judgment and decision-making in setting objectives and deciding how to proceed.
• Advanced skills in applicable software packages and systems including Microsoft Office (Word, Excel, Outlook, PowerPoint), Concur, and CMiC.
• Familiar with all equipment and how to operate and troubleshoot.
• Ability to contribute to the completion of activities with significant impact.

COMPETENCIES

• Strong professionalism, work ethic, integrity, and adherence of company Core Values.
• Excellent communication skills. Proven ability to treat others with professionalism and respect; assume positive intent, address concerns directly, readily share information, provide and receive feedback positively and constructively.
• High degree of confidentiality and sensitivity.
• Advanced organizational skills.
• Advanced customer focus, internally and externally.
• Advanced decision quality; demonstrates the ability to research, diagnose and draw conclusions not readily apparent in order to provide alternative solutions to problems.
• Demonstrated judgment to avoid errors that would cause moderate expenditure of resources to rectify and may significantly delay or affect overall objectives.
• Ability to confidently prioritize, keep calm under pressure, and have a sense of urgency; provide creative, thorough, and practical solutions to a wide variety of problems
• Ability to successfully work in a team environment. Willingness to help others.

REQUIRED EDUCATION AND WORK EXPERIENCE

• High School diploma with a minimum of 4 years of relevant experience in executive support, office management, or a related field; or, an Associate's degree with at least 5 years of related experience. College degree a plus.
• Equivalent experience or certifications in executive assistance, office administration, or a comparable area may be considered in place of formal education.
• Notary Public (preferred).

Range of base pay is $110,000-$130,000. Actual pay is based on individual skill level and experience.

PHYSICAL REQUIREMENTS

Performance of the required duties will require physical ability to sit for long periods of time at a desk, generally up to 7 hours per day and occasionally standing and walking. The repetitive motion using hands with constant keyboarding and physical use of vision to read computer monitors and paper documents. Regularly required to use hands to operate standard office equipment (personal computer, photocopy machine, fax machine). Occasionally required to stoop, kneel and lift up to 15 pounds. The noise level in the office work environment is usually moderate to loud.

This is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned. Webcor Builders is AN EQUAL OPPORTUNITY EMPLOYER.

Webcor is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.