Big-D
Executive Assistant
Big-D, Tempe, Arizona, us, 85285
Big-D Heavy Industrial is looking for a dynamic Executive Assistant. This is a great opportunity to start a career with a company that is on a mission to be the most sought-after company in the business. We seek and employ exceptional, hard-working, lifetime learners; we give them the tools to succeed when we find them. We have a culture of growth and achievement powered by innovation, supported by purpose and joy.
Big-D Heavy Industrial is looking for an Executive Assistant based in Tempe, AZ.
The Executive Assistant provides high-level administrative support a Big-D executive. Some of the day-to-day duties will include scheduling meetings, appointments, and travel schedules, ordering of lunches/catering, processing expense reports, fielding phone calls, preparing various reports, and coordinating a number of Big-D events. Activities also include interaction with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. The duties and administrative functions require exemplary customer service, initiative, confidentiality, and sound decision-making.
Requirements:
Business school, Associate's degree or equivalent is a plus3-5 Years of Executive Assistant experience required with Construction experience preferred.Must deliver exemplary customer service skillsets; internal, external and clientMaintains a friendly and courteous attitude, even under stressful situationsVery strong interpersonal skills and the ability to build relationshipsProficient computer skills, including typing, Microsoft Office Suite, Internet savvyProficient in Outlook, organizing meetings, assigning tasks, working with distribution listsExpert level written and verbal communication skills; ability to proofreadAbility to multitask and work on multiple projects simultaneously including manage priorities of multiple managersDemonstrated proactive approaches to problem-solving with strong decision-making capabilityConsistently produces accurate work and has excellent attention to detailHighly resourceful team-player, with the ability to also be extremely effective independentlyExceptional level of ethics and proven ability to handle confidential information with discretionForward looking thinker, who actively seeks opportunities and proposes solutionsDuties, Responsibilities and Expectations: ( other duties may be assigned to meet business needs)
Perform various clerical and administrative dutiesInteracts with clients, vendors, and staff in a professional, courteous and appropriate mannerMaintains Big-D executives' schedules by planning and scheduling meetings, conferences, travel, conference calls, and webinarsParticipates in meetings, taking and publishing minutes, as neededCoordinates travel arrangements for executives and other office staff and able to manage their itineraries in case of any unexpected changes. Provides detailed travel plans to the travelerPrepares expense reports and process invoices with the appropriate cost codes and signatures neededTakes incoming calls for the executive team, acting as a liaison, utilizing customer service, discretion, and initiativeWelcomes executive's guests and occasional visitors, showing knowledge of Big-D's LEED Gold buildingHandles sensitive and confidential information, always exercising discretionTypes and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes; responsible for accuracy and clarity of final copyCommunicates company sponsored events through e-mail distribution lists and/or physical mail addressesProduces information; spreadsheets, reports and presentations, for use in internal and external executive meetings; this includes transcribing, formatting, editing, researching, copying, or transmitting text, data, and graphics into final written formatPrepares company reports and presentations including, but not limited to, a PowerPoint presentation for monthly and annual Executive Group and Business Development reports, projections, forecasts, financials, and summary reports for Executive CommitteeOrders, distributes, and maintains branded items in coordination with Business Development and the Facilities ManagerManages construction contracts, consulting agreements, and subcontractors, including, but not limited to, insurances, lien releases, bidding, subcontract invoice approvals, owner billings, charges and change ordersAIA, DBIA and AIA 305 owner contracts coordinatorDevelops an understanding of the industry and reads up on current events though local newspapers, magazines, online articles, etc. in order to provide important happenings in the community and any business development opportunities to Big-D executivesEstablishes, develops, maintains and updates filing system for the vice president and the department; retrieves information from files when neededCoordinates sponsorship and contribution requests with local organizations that Big-D supports throughout the year, such as The Christmas Box House, for example, and attends special events, as neededMaintains professional and industry knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societiesSupports Business Development and Human Resources, as neededCommitted to supporting Big-D's policies and proceduresPhysical Requirements:
The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential responsibilities.
Regularly required to sit, talk and/or hearRegularly required to work with a computerFrequently required to use hands to manipulate, handle or feelOccasionally required to reach with hands and arms, climb or balance, stand, stoop, kneel, crouch and/or crawlOccasionally lift and/or move up to 20 poundsSpecific vision abilities include close vision, the ability to adjust focus, and color visionWork Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential responsibilities.
The noise level in the office work environment is usually quiet to moderate. In the field the noise level may be moderate to loudWill be required to use personal protective equipment to prevent exposure to safety hazards when on job sitesBenefits:
Big-D Pays for
100% of your medical
and dental insurance- even for family plansHealth Savings Account (HSA) with monthly Employer Contribution401k w/ matchLife Insurance & Disability paid for by Big-DVoluntary supplemental plans available to sign up for as wellPTO & Holidays
Additional Job Information
Interested applicants must submit their resume for consideration using our applicant tracking system. Due to the high volume of applications received, only candidates selected for interviews will be contacted. Candidates must be legally authorized to work in the United States. Unsolicited resumes from search firms or employment agencies, or similar, will not be paid a fee and become the property of Big-D Construction. #LI-Onsite
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
Big-D Heavy Industrial is looking for an Executive Assistant based in Tempe, AZ.
The Executive Assistant provides high-level administrative support a Big-D executive. Some of the day-to-day duties will include scheduling meetings, appointments, and travel schedules, ordering of lunches/catering, processing expense reports, fielding phone calls, preparing various reports, and coordinating a number of Big-D events. Activities also include interaction with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. The duties and administrative functions require exemplary customer service, initiative, confidentiality, and sound decision-making.
Requirements:
Business school, Associate's degree or equivalent is a plus3-5 Years of Executive Assistant experience required with Construction experience preferred.Must deliver exemplary customer service skillsets; internal, external and clientMaintains a friendly and courteous attitude, even under stressful situationsVery strong interpersonal skills and the ability to build relationshipsProficient computer skills, including typing, Microsoft Office Suite, Internet savvyProficient in Outlook, organizing meetings, assigning tasks, working with distribution listsExpert level written and verbal communication skills; ability to proofreadAbility to multitask and work on multiple projects simultaneously including manage priorities of multiple managersDemonstrated proactive approaches to problem-solving with strong decision-making capabilityConsistently produces accurate work and has excellent attention to detailHighly resourceful team-player, with the ability to also be extremely effective independentlyExceptional level of ethics and proven ability to handle confidential information with discretionForward looking thinker, who actively seeks opportunities and proposes solutionsDuties, Responsibilities and Expectations: ( other duties may be assigned to meet business needs)
Perform various clerical and administrative dutiesInteracts with clients, vendors, and staff in a professional, courteous and appropriate mannerMaintains Big-D executives' schedules by planning and scheduling meetings, conferences, travel, conference calls, and webinarsParticipates in meetings, taking and publishing minutes, as neededCoordinates travel arrangements for executives and other office staff and able to manage their itineraries in case of any unexpected changes. Provides detailed travel plans to the travelerPrepares expense reports and process invoices with the appropriate cost codes and signatures neededTakes incoming calls for the executive team, acting as a liaison, utilizing customer service, discretion, and initiativeWelcomes executive's guests and occasional visitors, showing knowledge of Big-D's LEED Gold buildingHandles sensitive and confidential information, always exercising discretionTypes and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes; responsible for accuracy and clarity of final copyCommunicates company sponsored events through e-mail distribution lists and/or physical mail addressesProduces information; spreadsheets, reports and presentations, for use in internal and external executive meetings; this includes transcribing, formatting, editing, researching, copying, or transmitting text, data, and graphics into final written formatPrepares company reports and presentations including, but not limited to, a PowerPoint presentation for monthly and annual Executive Group and Business Development reports, projections, forecasts, financials, and summary reports for Executive CommitteeOrders, distributes, and maintains branded items in coordination with Business Development and the Facilities ManagerManages construction contracts, consulting agreements, and subcontractors, including, but not limited to, insurances, lien releases, bidding, subcontract invoice approvals, owner billings, charges and change ordersAIA, DBIA and AIA 305 owner contracts coordinatorDevelops an understanding of the industry and reads up on current events though local newspapers, magazines, online articles, etc. in order to provide important happenings in the community and any business development opportunities to Big-D executivesEstablishes, develops, maintains and updates filing system for the vice president and the department; retrieves information from files when neededCoordinates sponsorship and contribution requests with local organizations that Big-D supports throughout the year, such as The Christmas Box House, for example, and attends special events, as neededMaintains professional and industry knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societiesSupports Business Development and Human Resources, as neededCommitted to supporting Big-D's policies and proceduresPhysical Requirements:
The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential responsibilities.
Regularly required to sit, talk and/or hearRegularly required to work with a computerFrequently required to use hands to manipulate, handle or feelOccasionally required to reach with hands and arms, climb or balance, stand, stoop, kneel, crouch and/or crawlOccasionally lift and/or move up to 20 poundsSpecific vision abilities include close vision, the ability to adjust focus, and color visionWork Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential responsibilities.
The noise level in the office work environment is usually quiet to moderate. In the field the noise level may be moderate to loudWill be required to use personal protective equipment to prevent exposure to safety hazards when on job sitesBenefits:
Big-D Pays for
100% of your medical
and dental insurance- even for family plansHealth Savings Account (HSA) with monthly Employer Contribution401k w/ matchLife Insurance & Disability paid for by Big-DVoluntary supplemental plans available to sign up for as wellPTO & Holidays
Additional Job Information
Interested applicants must submit their resume for consideration using our applicant tracking system. Due to the high volume of applications received, only candidates selected for interviews will be contacted. Candidates must be legally authorized to work in the United States. Unsolicited resumes from search firms or employment agencies, or similar, will not be paid a fee and become the property of Big-D Construction. #LI-Onsite
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)