Excel Construction Services, Inc. is committed to quality and we understand that this can only be achieved through finding and retaining top talent. It is our goal to develop long-term, trusting relationships with clients, vendors, and employees.

Executive Assistant / Office Manager

COMPANY OVERVIEW:

Excel Construction Services, Inc. provides a complete line of commercial maintenance and construction services. We are an owner managed company with over 25 years accumulated experience. We have structured our operations and multiple branches throughout the states of California, Arizona and Nevada to permit us to quickly respond to client service requests and emergencies. These services range from simple lock replacements to rollouts of multi-million-dollar improvement projects. Now is your chance to join our talented team that delivers unparalleled service to its customers and great benefits and opportunities to its staff!

POSITION SUMMARY:

The Executive Assistant (EA) will have two primary roles. The first is to provide administrative support directly to the Chief of Staff (COS). The EA will have responsibility for maintaining his demanding schedule. The goal is to leverage the time of the COS and to enable him to successfully serve all internal and external clients. The secondary role will be to manage the front office and provide direct supervision of a small front office staff. Tasks will vary, depending on working style and the existing workload. The duties described below make up a typical, but not necessarily complete, list. The EA will need to coordinate and cooperate with other EA’s and staff to ensure that work is completed.

BASIC JOB RESPONSIBILITIES:

  • Maintain highest levels of internal and external confidentiality.
  • Manage complex calendars, with an understanding of business priorities to offer alternatives, trade-offs and consideration of the most efficient use of COS’s time, and provide timely reminders as necessary.
  • Schedule, coordinate and oversee a wide variety of internal/external meetings/events (local, offsite or by video conferencing).
  • Documentation: organize any needed material in advance of the meetings; maintain files/record keeping systems and confidential files.
  • Create PowerPoint presentations and agendas for monthly and quarterly company meetings.
  • Prepare draft memorandums, policies and procedures, training materials, checklists, and company employee handbook.
  • Organize travel arrangements; anticipate and coordinate point-to-point travel and logistics needs.
  • Prepare and submit expenses for the COS in accordance with company guidelines.
  • Provide professional support to visitors, assist with settling in requirements and greet as appropriate.
  • Establish and maintain systems to organize and manage details to ensure accuracy in all aspects.
  • Provide general administrative support: typing, telephone support, mail, copying, faxing, filing, calendar functions, e-mail distribution lists, maintaining marketing and any other databases as instructed from time to time.
  • Coordinate events including but not limited to: client lunches, networking events, company picnic, and company Christmas dinner.
  • Supervise, lead, mentor and train the front office staff. This includes managing their workload, schedules, time off requests, and lunch periods to ensure continuous coverage in the front office throughout the day. Be intimately aware of the staff’s workload to ensure completion of all daily tasks by end of day.
  • Learn the roles and responsibilities of each of the staff members you supervise. Facilitate cross-training of staff to ensure each position has at least one back-up.
  • Relies on experience and judgment to plan and accomplish goals.

BASIC JOB REQUIREMENTS:

  • Bachelor’s degree, or combination of equivalent experience and education.
  • 10 years of work experience gained in a professional services environment.

KEY COMPETENCIES:

  • Able to multi-task in a fast-paced, deadline driven, service oriented environment.
  • Team player yet able to work independently, with demonstrated ability to be flexible, responsive and to take initiative.
  • Demonstrate strong interpersonal skills – able to work effectively with all levels of staff.
  • Convey a strong positive personal and professional image with excellent standards of professional behavior and ethics.
  • Strong organizational skills, ability to set priorities, display attention to details and is tenacious with follow-ups.
  • Excellent oral and written communication skills in English.
  • Consistently handle situations with tact, maturity and patience, and able to work well under pressure.
  • Highly motivated, energetic and resourceful.
  • Strong customer service orientation; responds to customers’ needs with a sense of urgency, and with a “How can I help” mindset.
  • Ability to exercise judgment in managing confidential or sensitive information
  • Ability to handle diverse personalities.
  • High attention to detail.
  • Able to work beyond normal office hours (sometimes weekends) during peak periods
  • Excellent typing skills with strong Microsoft Office skills, especially in Word, Excel, PowerPoint. Applicants are encouraged to submit samples of work and/or professional certifications in Microsoft Office.
  • Superior writing skills. Spelling and grammatical wizard!
  • Experience with creative writing, marketing, blog-posts or article writing a plus.
  • Experience with Generally Accepted Accounting Principles desirable.
  • Must demonstrate strong organizational and project management abilities, attention to detail, as well as solid problem-resolution, decision-making, verbal and written communication skills.
  • Resourceful to work effectively in an entrepreneurial environment that requires one to adapt to unexpected, urgent situations outside of one’s knowledge base and to problem-solve quickly under pressure while maintaining focus and composure.
  • Ability to work independently with minimal supervision and direct others for results as needed. Requires minimum 5-7 years demonstrated people management work experience.

BASIC COMPANY REQUIREMENTS:

  • Drug testing required.
  • Company operates a smoke-free, tobacco-free, and “Vape” free environment.
COMPENSATION:
  • Competitive Pay
  • Paid Time Off benefits – PTO
  • Paid Holidays
  • Retirement Plan – Company Funded
  • Medical & Dental: 100% PAID BY EXCEL FOR EACH EMPLOYEE, 50% PAID BY EXCEL FOR FAMILY.
  • Vision: 100% PAID BY EXCEL FOR EMPLOYEE AND FAMILY
  • Aflac: 100% PAID BY EXCEL FOR EMPLOYEE – Includes Accident Advantage, Cancer Care, Short Term Disability, Life, and Telemedicine.  The employee has the option to buy-up for their family.
Job Type: Full-time – Salaried
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Position Location:
Fullerton

Interested in employment with Excel Construction Services, Inc.?

Fill out our online application form and we will be in touch with you.
 

QUALIFIED CANDIDATES MUST:
Pass drug screen and physical exam
Verifiable work history and accomplishments

Fax 714 680-9800

Call today: 714-680-9200.

Walk-in applications accepted at our Fullerton Office:

1950 Raymer Avenue, Fullerton, CA 92833

 

Excel Construction Services, Inc. provides equal employment opportunity without regard to race, color, religion, gender, pregnancy, age, national origin, veteran’s status, marital status, sexual orientation, physical or mental disability or any other factor prohibited by law.