Executive Assistant

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 plus
• 3-5 Years of Executive Assistant experience required with Construction experience preferred.
• Must deliver exemplary customer service skillsets; internal, external and client
• Maintains a friendly and courteous attitude, even under stressful situations
• Very strong interpersonal skills and the ability to build relationships
• Proficient computer skills, including typing, Microsoft Office Suite, Internet savvy
• Proficient in Outlook, organizing meetings, assigning tasks, working with distribution lists
• Expert level written and verbal communication skills; ability to proofread
• Ability to multitask and work on multiple projects simultaneously including manage priorities of multiple managers
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Consistently produces accurate work and has excellent attention to detail
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Exceptional level of ethics and proven ability to handle confidential information with discretion
• Forward looking thinker, who actively seeks opportunities and proposes solutions

Duties, Responsibilities and Expectations: (other duties may be assigned to meet business needs)

• Perform various clerical and administrative duties
• Interacts with clients, vendors, and staff in a professional, courteous and appropriate manner
• Maintains Big-D executives' schedules by planning and scheduling meetings, conferences, travel, conference calls, and webinars
• Participates in meetings, taking and publishing minutes, as needed
• Coordinates 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 traveler
• Prepares expense reports and process invoices with the appropriate cost codes and signatures needed
• Takes incoming calls for the executive team, acting as a liaison, utilizing customer service, discretion, and initiative
• Welcomes executive's guests and occasional visitors, showing knowledge of Big-D's LEED Gold building
• Handles sensitive and confidential information, always exercising discretion
• Types 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 copy
• Communicates company sponsored events through e-mail distribution lists and/or physical mail addresses
• Produces 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 format
• Prepares 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 Committee
• Orders, distributes, and maintains branded items in coordination with Business Development and the Facilities Manager
• Manages construction contracts, consulting agreements, and subcontractors, including, but not limited to, insurances, lien releases, bidding, subcontract invoice approvals, owner billings, charges and change orders
• AIA, DBIA and AIA 305 owner contracts coordinator
• Develops 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 executives
• Establishes, develops, maintains and updates filing system for the vice president and the department; retrieves information from files when needed
• Coordinates 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 needed
• Maintains professional and industry knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
• Supports Business Development and Human Resources, as needed
• Committed to supporting Big-D's policies and procedures

Physical 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 hear
• Regularly required to work with a computer
• Frequently required to use hands to manipulate, handle or feel
• Occasionally required to reach with hands and arms, climb or balance, stand, stoop, kneel, crouch and/or crawl
• Occasionally lift and/or move up to 20 pounds
• Specific vision abilities include close vision, the ability to adjust focus, and color vision

Work 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 loud
• Will be required to use personal protective equipment to prevent exposure to safety hazards when on job sites

Benefits:

• Big-D Pays for 100% of your medical and dental insurance- even for family plans
• Health Savings Account (HSA) with monthly Employer Contribution
• 401k w/ match
• Life Insurance & Disability paid for by Big-D
• Voluntary supplemental plans available to sign up for as well
• PTO & 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