Executive Coordinator

3 weeks ago

Vista, United States Ideate Design-Build, Inc Full time
Job DescriptionJob Description

The Executive Coordinator (EC) works directly with the COO and is primarily responsible for supporting the COO by providing various administrative functions and maintaining information about all COO activities. As a trusted advisor and resource for COO, the EC must demonstrate a positive people-oriented attitude, initiative, organization, and problem-solving skills. The EC will bring verbal and written communication skills, coordination, collaboration, and information management to bear using various tools and platforms. The Executive Coordinator’s ability to multitask and work independently in a team-oriented environment is critical, along with proactive, direct, and reliable behavior and communication. In a service-oriented role, the EC uses positive interpersonal skills to engage with leadership, colleagues, clients, and collaborators. Additionally, the EC role emphasizes supporting company marketing efforts. This role is intended to develop, grow, and be refined as the needs of the COO change.


Duties/Responsibilities:
• Responsible for organizing, coordinating, and supporting the COO's workload, day-to-day business, and personal activities.
• Implement and refine operational processes.
• Develops and sustains a level of professionalism with clients and colleagues.
• Handle all communication-related tasks, including answering and screening phone calls, monitoring and responding to emails, drafting correspondence, and other written deliverables.
• Manages CO's calendar to prioritize, accept, decline, and move appointments as needed.
• Organizes and prioritizes critical issues and required information for the CEO to facilitate efficient decision-making.
• Safeguards confidentiality by exercising discretion in communicating information.
• Independently research, prioritize, and follow up on multiple incoming issues and concerns addressed to the COO, including those of a sensitive and/or confidential nature; determine the appropriate course of action, referral, and/or response.
• Be willing to work in an environment where a variety of tasks may be asked of you on any day.
• Identify opportunities to improve processes.
• Arrange conference calls, meetings, appointments, and travel itineraries.
• Flexibility to attend evening meetings.
• Marketing Support
• Other duties as assigned.

Education and Experience:
• Minimum 3 years of experience as an executive secretary or administrative assistant.
• 3 years of previous experience in architecture, design, or construction is preferred.
• Proficiency in Microsoft and G-Suites
• Superior written and verbal communication
• Excellent organizational skills.
• Ability to follow through with tasks, communicate project specifics, and update management.
• Self-motivated to develop skills and acquire knowledge to seek new responsibilities.
• Take responsibility for the outcome of your assignments.
• Professional and personable demeanor capable of maintaining constructive relationships.
• Be adaptive to change.
• Exceptional customer service skills.

Physical Requirements:
•Ability to stand, sit, or walk for long periods.
• Ability to lift 20 lbs.
• Ability to travel to the office (Vista) or other locations as needed.

 

 

Company DescriptionIdeate Design-Build is based in Vista, North County San Diego with architectural and construction projects in San Diego, Orange,
South Los Angeles and Riverside Counties. We provide both architecture and construction services, primarily supporting construction defect projects, property assessment and scope definitions, reconstruction, renovations, and other technical consulting services, primarily for commercial properties and multi-family communities. We aim to exceed clients' needs and produce sustainable, functional, and aesthetically pleasing designs and finished construction projects.Company DescriptionIdeate Design-Build is based in Vista, North County San Diego with architectural and construction projects in San Diego, Orange, \r
South Los Angeles and Riverside Counties. We provide both architecture and construction services, primarily supporting construction defect projects, property assessment and scope definitions, reconstruction, renovations, and other technical consulting services, primarily for commercial properties and multi-family communities. We aim to exceed clients' needs and produce sustainable, functional, and aesthetically pleasing designs and finished construction projects.

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