Career Opportunity Application

Position: Executive Administrative Assistant

Position Summary/Objective

The Executive Administrative Assistant will perform a wide range of confidential administrative and clerical support duties for the President and additional members of the Senior Leadership team of TriMark Orange County. This is a highly visible position that will require interfacing with all executive levels, office personnel, Board of Directors and clients. Experience working with senior-level executives is required. Excellent organizational and communication skills required, along with tact, poise, and excellent people skills. Ability to work effectively as a team player, working well with peers and members of the greater organization. A desire to be resourceful and proactive, as well as, the ability to be discreet, multi-task, and work independently.

Essential Functions & Responsibilities

  • Maintains Executive’s appointment schedules by planning and scheduling meetings, conferences, teleconferences and travel
  • Conserves Executive’s time by reading, researching and routing correspondence, drafting letters and documents & collecting and analyzing information
  • Prepares reports by collecting and analyzing data and information
  • Reconciles the Presidents credit card statements
  • Distributes corporate marketing material
  • Prepare spreadsheets for tracking and maintaining necessary metrics and historical information
  • Gathers, analyzes and prepares information required for administrative or division reporting

Competencies, Skills and Abilities

  • Proven interpersonal skills providing support in a highly visible role with tact and diplomacy
  • Ability to work across teams and effectively with all levels of employees
  • Excellent problem-solving and negotiation skills
  • Ability to compose and draft correspondences independently for review by Executive's
  • Responsive with ability to quickly prioritize among numerous tasks
  • Strong execution and follow-through
  • Excellent communication, presentation and influencing skills
  • Considers and understands financial impact of decisions
  • Proficient in taking accurate meeting minutes

Education & Experience

  • High school diploma, College Degree preferred or equivalent experience
  • Prior employment with construction/general contracting firm preferred
  • Proficient with MS Office (Outlook, Word, Excel)

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