Burns & McDonnell
Executive Assistant - Global Facilities (Walnut Creek)
Burns & McDonnell, Walnut Creek, California, United States, 94598
Description
The Executive Assistant will provide executive level administrative support for an officer or general manager to ensure continuity of daily global practice or regional office functions and operations.
Provide high level administrative support to Global Practice Manager, Officer or Regional Office Manager.
Responsible for gathering, compiling, verifying, and analyzing information to prepare documents such as memos, letters, reports, and presentations.
Assemble and analyze information involving business plans, and financial reports, resulting in the final plan submission.
Monitor, review, and approve standard expenditures to ensure the activities of the department are conducted within established budgets.
Provide complex screening, fielding, prioritizing of inbound communications via telephone, mail, and e-mail to resolve critical issues in a timely manner.
Prepare a variety of communication including emails, meeting agendas, and meeting minutes.
Facilitate smooth communication between Global Practice Executive and group, and internal and external clients. This may include other board members, company executives, client executives, government officials, media, and internal employees.
Responsible for handling sensitive and confidential information.
Act as Notary Public and notarize various documents.
Maintain the security and confidentiality of calendars, files, records and files.
Facilitate document approvals and processing which includes but not limited to invoices, contracts and other confidential documents.
Manage schedules, appointment requests and a high volume of calendar meetings and events. Manage the logistics of large group events.
Evaluate bids and negotiate contracts of significant value for meeting and celebration venues.
Coordinate travel arrangements and prepare travel itineraries.
Oversee catering and conference room management for division meetings and events.
Arrange conference calls and related conference room set-up. Coordinate with IT to ensure A/V equipment is in working order.
Assist to Global Practice Manager, Officer or Regional Office Manager team with calendar management, expense reports, travel, meeting coordination, and signature routing as requested.
Provide cross training and performance feedback on entry level administrative staff.
Coordinate department related issues and complaints, such as operational resources, work stations, space assignments and supplies, and follow up that resolution has been obtained.
Responsible for the recruitment, development, training, and retention of staff.
Responsible for conducting performance evaluations for department staff.
Provide leadership, guidance, and instruction to the department.
Responsible for interpreting the organization's policies, purposes, and goals to staff.
Responsible for overall QA/QC process adherence.
Enforce compliance with company and site safety policies.
Responsible for diversity initiatives.
Performs other duties as assigned
Complies with all policies and standards
Qualifications
Bachelor Degree and 5 years administrative experience supporting senior level executives. Required or
9 years applicable administrative experience supporting senior level executives may be substituted for degree requirement Required
Position requires ability to maintain the highest level of discretion and confidentiality.
Ability to work independently; demonstrating accuracy, reliability, and problem solving skills.
Advanced knowledge of Microsoft Word, Excel, Access, and PowerPoint is required.
Excellent organizational skills, attention to detail, communication skills and ability to handle multiple tasks.
Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders).
Compensation
$80,000.00-160,000.00 Annually
The expected compensation range for this position is displayed in compliance with all local/state regulations. The expected compensation range for this position is based on a number of factors, including but not limited to: individual education, qualifications, prior work experience and work location. The total annual compensation package will consist of a base salary and eligibility to participate in our discretionary year-end incentive bonus program.
Benefits
Our extensive benefits package takes care of you so that you can focus on doing great work. From insurance and disability to time off and wellness programs, we provide the tools to meet your needs. As part of being 100% employee-owned, eligible employees participate in our Employee Stock Ownership Plan (ESOP) in addition to our 401(k) retirement program. For more information, please visit the Benefits & Wellness page.
This job posting will remain open a minimum of 72 hours and on an ongoing basis until filled
EEO/Minorities/Females/Disabled/Veterans
Job
Administrative/Office Support
Primary Location
US-CA-Walnut Creek
Schedule:
Full-time
Travel:
No
Req ID:
250031
Job Hire Type
Experienced #LI-MF #GFS
The Executive Assistant will provide executive level administrative support for an officer or general manager to ensure continuity of daily global practice or regional office functions and operations.
Provide high level administrative support to Global Practice Manager, Officer or Regional Office Manager.
Responsible for gathering, compiling, verifying, and analyzing information to prepare documents such as memos, letters, reports, and presentations.
Assemble and analyze information involving business plans, and financial reports, resulting in the final plan submission.
Monitor, review, and approve standard expenditures to ensure the activities of the department are conducted within established budgets.
Provide complex screening, fielding, prioritizing of inbound communications via telephone, mail, and e-mail to resolve critical issues in a timely manner.
Prepare a variety of communication including emails, meeting agendas, and meeting minutes.
Facilitate smooth communication between Global Practice Executive and group, and internal and external clients. This may include other board members, company executives, client executives, government officials, media, and internal employees.
Responsible for handling sensitive and confidential information.
Act as Notary Public and notarize various documents.
Maintain the security and confidentiality of calendars, files, records and files.
Facilitate document approvals and processing which includes but not limited to invoices, contracts and other confidential documents.
Manage schedules, appointment requests and a high volume of calendar meetings and events. Manage the logistics of large group events.
Evaluate bids and negotiate contracts of significant value for meeting and celebration venues.
Coordinate travel arrangements and prepare travel itineraries.
Oversee catering and conference room management for division meetings and events.
Arrange conference calls and related conference room set-up. Coordinate with IT to ensure A/V equipment is in working order.
Assist to Global Practice Manager, Officer or Regional Office Manager team with calendar management, expense reports, travel, meeting coordination, and signature routing as requested.
Provide cross training and performance feedback on entry level administrative staff.
Coordinate department related issues and complaints, such as operational resources, work stations, space assignments and supplies, and follow up that resolution has been obtained.
Responsible for the recruitment, development, training, and retention of staff.
Responsible for conducting performance evaluations for department staff.
Provide leadership, guidance, and instruction to the department.
Responsible for interpreting the organization's policies, purposes, and goals to staff.
Responsible for overall QA/QC process adherence.
Enforce compliance with company and site safety policies.
Responsible for diversity initiatives.
Performs other duties as assigned
Complies with all policies and standards
Qualifications
Bachelor Degree and 5 years administrative experience supporting senior level executives. Required or
9 years applicable administrative experience supporting senior level executives may be substituted for degree requirement Required
Position requires ability to maintain the highest level of discretion and confidentiality.
Ability to work independently; demonstrating accuracy, reliability, and problem solving skills.
Advanced knowledge of Microsoft Word, Excel, Access, and PowerPoint is required.
Excellent organizational skills, attention to detail, communication skills and ability to handle multiple tasks.
Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders).
Compensation
$80,000.00-160,000.00 Annually
The expected compensation range for this position is displayed in compliance with all local/state regulations. The expected compensation range for this position is based on a number of factors, including but not limited to: individual education, qualifications, prior work experience and work location. The total annual compensation package will consist of a base salary and eligibility to participate in our discretionary year-end incentive bonus program.
Benefits
Our extensive benefits package takes care of you so that you can focus on doing great work. From insurance and disability to time off and wellness programs, we provide the tools to meet your needs. As part of being 100% employee-owned, eligible employees participate in our Employee Stock Ownership Plan (ESOP) in addition to our 401(k) retirement program. For more information, please visit the Benefits & Wellness page.
This job posting will remain open a minimum of 72 hours and on an ongoing basis until filled
EEO/Minorities/Females/Disabled/Veterans
Job
Administrative/Office Support
Primary Location
US-CA-Walnut Creek
Schedule:
Full-time
Travel:
No
Req ID:
250031
Job Hire Type
Experienced #LI-MF #GFS