Executive Assistant, Corporate Services

The Executive Assistant provides a high level of advanced, diversified, confidential administrative support to executives and other members of the senior management team; works under minimal supervision to perform a variety of business support functions; works independently on special assignments related to group(s) or executive matters; makes straightforward decisions on behalf of the executive or key group(s) supported; and is expected to develop a strategic partnership with their executive, understanding executive goals.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Creates, maintains and distributes non-standard correspondence, reports, documentation, records, presentations, processes and systems; initiates correspondence often complex in nature.
• Manages access to the executive or group(s) or delegates to appropriate person.
• Manages multiple complex executive calendars and flow of communication; proactive with daily scanning and looking ahead at least two weeks; confidently rearranges and manages for the Executive as necessary and appropriate.
• Ensures the executive or appropriate staff is made aware of issues that need immediate attention.
• Manages all aspects of Webcor’s fleet operations, including vehicle management, compliance and safety, budgeting and cost control and reporting.
• Oversees Office Services for the Alameda office, including managing the office receptionist.
• Serves as the Corporate Travel Manager, maintaining the Concur travel website.
• Liaison for Paramount Insurance; tasks involve coordination with internal and external stakeholders to ensure smooth operations.
• Processes credit applications and maintains credit information for all Webcor and joint venture entities.
• Coordinates monthly board meetings with Obayashi.
• Conducts research, completes data analysis, and prepares reports.
• Develops and maintains organizational systems and improves processes that create efficiency, saving time and money; ensures records are current and easily retrievable.
• Coordinates complex travel logistics; researches and understands international travel while keeping awareness of global cultural differences in mind.
• Processes monthly expense reports and/or personal reimbursements to ensure that expenses fall under the Corporate Policy and are supported with proper receipt/documentation; ensures allocations and approvals are completed by the deadline given.
• Processes, codes and approves vendor invoices in CMiC, checking for accuracy; submits new vendor requests; processes urgent check requests as needed.
• Other special projects or duties as assigned.

TECHNICAL SKILLS AND KNOWLEDGE REQUIRED

• Extensive knowledge in specialized, focused business support functions or groups.
• Comprehensive understanding of general and specific aspects of business support activities and their practical application to a wide variety of problems and situations specific to the discipline or field supported.
• Considerable project administration and business services skills.
• Proven ability to execute assignments in area of responsibility with minimal direction and oversight using some independent judgment and decision-making in setting objectives and deciding how to proceed.
• Advanced skills in applicable software packages and systems including Microsoft Office (Word, Excel, Outlook, PowerPoint), Concur, and CMiC.
• Familiar with all equipment and how to operate and troubleshoot.
• Ability to contribute to the completion of activities with significant impact.

COMPETENCIES

• Strong professionalism, work ethic, integrity, and adherence of company Core Values.
• Excellent communication skills. Proven ability to treat others with professionalism and respect; assume positive intent, address concerns directly, readily share information, provide and receive feedback positively and constructively.
• High degree of confidentiality and sensitivity.
• Advanced organizational skills.
• Advanced customer focus, internally and externally.
• Advanced decision quality; demonstrates the ability to research, diagnose and draw conclusions not readily apparent in order to provide alternative solutions to problems.
• Demonstrated judgment to avoid errors that would cause moderate expenditure of resources to rectify and may significantly delay or affect overall objectives.
• Ability to confidently prioritize, keep calm under pressure, and have a sense of urgency; provide creative, thorough, and practical solutions to a wide variety of problems
• Ability to successfully work in a team environment.