Senior Executive Assistant

SPECIFIC RESPONSIBILITIES

• Prepare, produce, and/or distribute information on behalf of executive executives and their subordinates
• Answer and screen CEO’s phone calls and handle requests on CEO’s behalf, as required.
• Manage mail and emails for President and CEO on a daily basis, responding on their behalf, as required
• Maintain appointment schedules for executives by planning and scheduling meetings, conferences, retreats, teleconferences, business outings, and travel as required.
• Schedule and arrange for all travel reservations (airlines, hotels, itineraries for group, etc.) for execs and emerging leadership (ELP) groups.
• Greet clients, subcontractors, vendors, etc. and answer or direct inquiries, often on executives’ behalf, as required.
• Prepare and assist with reports, locate and assemble documents needed for legal and other proceedings or responses, assist with preparation of presentations, documents, or other items as directed by executives and their subordinates.
• Coordinate meetings (including without limitation, corporate meetings, monthly and weekly executive and senior executive meetings, project meetings, staffing meetings, PM lunches, Board of Directors (BOD) meetings, mentoring and coaching sessions, goals meetings, ELP training sessions and retreats, and others as requested.
• Attend and prepare minutes of all BOD and senior executive meetings, and prepare BOD Resolutions and Consents, as directed.
• Prepare and distribute all documents for executive meetings in a confidential manner.
• Prepare and submit petty cash and expense reports for senior executives and in-house counsel.
• Assist and work closely with the succession leadership groups (ELP groups), communicating confidential information and setting up meetings, training, coaching, etc.
• Obtain authorized signatures on checks and follow proper protocol for Check Signor procedures
• Enter detailed time into PeopleSoft on a bi-weekly basis for CEO, President, and in-house counsel.
• Handle and track on provided log (CBD log) all invoicing and check requests for political contributions, business development, and charitable giving sponsorship, including arranging for attendance of Company personnel at sponsored events.
• Assist with the development of employee promotion memos when requested.
• Prepare and update quarterly all AIA A305 Contractor’s Qualifications Statements for submission to third parties as directed
• Review, prepare, and/or process all letters of credit, personal guarantees, and credit applications, and maintain log and obtain approvals from in-house counsel.
• Scan, log, and file all corporate and important project documents in Company safe (including but not limited to bonds and bond riders, contracts, agreements, BOD documents, letters of credit, personal guarantees, etc.) and upload copies in Procore as needed for project teams.
• Assist risk management and legal team with corporate insurance renewals and updating yearly COI renewals.
• Maintain business files and records (digital and hard copy) for executives in an organized and efficient manner.
• Assist with improvement and updating of Company policies, procedures, and quality of services to and participate in evaluation of new software or other business tools.
• Attend required corporate meetings, training programs, and Harkins University seminars/webinars.
• Perform additional duties as assigned.

PREFFERED QUALIFICATIONS

• High school diploma.
• Minimum of seven (7) years of administrative experience, particularly working with senior management.
• Self-starter, organized, thorough, and detail-oriented.
• Exhibits good communication skills, both written and verbal.
• Ability to maintain confidentiality and exercise extreme discretion.
• Experience using MS Office Suite (Word, Excel, and Outlook) and Windows.
• Familiar with AIA contracts is a plus.
• Team player willing to assist others with job duties.

Harkins Builders is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, color, religion, sex, sexual orientation, gender identity, national origin, age, status as a protected veteran, or disability.