Executive Assistant/receptionist

1 week ago

Santa Monica, United States Riehl Construction Consulting, LLC Full time

**This is an on-site position only. Remote is not available.**

The Executive Assistant/Receptionist is responsible for ensuring organizational efficiency in the office and for managing the schedule and key communications for the Principal of the firm.

**Essential Functions**

**Executive Assistant**:

- Responsible for the oversight and maintenance of the Principal’s Outlook calendar and schedule
- Provides Principal with breakdown of schedule every morning via text message or phone call
- Creates calendar invitations and sends to proper parties - includes address and any other necessary information in invitation
- Follows up with meeting attendees 24 hours prior to meeting to ensure meeting and attendance confirmation, if needed
- Logs Principals hours in TSheets (timesheet system), including job site, hours spent on job, and detailed description of what took place
- Logs Executive Project Managers hours in TSheets, including job site, hours spent on job, and detailed description of what took place, as needed
- Performs personal assistant duties as needed including running errands
- Collects Principal’s receipts, invoices and banks statements, and compiles in folder to provide to Controller
- Other duties as assigned

**Receptionist**:

- Answers office phone line and directs calls as needed
- Receives incoming mail and deliveries and distributes to proper parties
- Purchases office supplies and snacks on a bi-monthly/monthly basis (or as needed) per office budget; ensures both are regularly stocked
- Maintains cleanliness and organization of kitchens and supply closets
- Maintains office directory; updates and distributes to staff as needed
- Maintains VOIP (Nextiva) system with IT consultants
- Works with human resources to ensure new hires desks are set up prior to start including office supplies, IT equipment, and functioning phone
- Plans and coordinates monthly team lunches (birthdays/anniversaries and construction seminars)
- Assists with administrative tasks in other duties as needed
- Other duties as assigned

**Working Conditions**: Required to drive throughout the Los Angeles to visit client properties. Valid CA drivers license required.

**Knowledge, Skills and Experience**:

- **Education**: Bachelors degree preferred
- At least 2 years’ experience in an administrative or office managerial role
- 1 to 2 years calendar management experience
- Must be well organized and able to set priorities
- Strong communication skills (written and verbal) and ability to communicate well with C-level staff
- Proficient in MS Office Suite (including, Word, Excel, and Outlook)

**Company Description**:
Since it was established in 2004, the goal of Riehl Construction Consulting, LLC has always been to make our Client's construction projects an enjoyable experience. We act as the Owner’s Representative throughout all stages of a project and ensure that our clients receive the highest level of service.

Our Construction Management services are aimed at focusing on the client’s unique priorities regarding quality, cost, and schedule. We strive to ensure that the project exceeds the client’s expectations, meets the highest level of construction quality, and is finished in the most cost-effective and timely manner possible.

Riehl Construction Consulting, LLC provides services through all major stages of a project; Property Acquisition, Pre-Construction, Construction, Post-Construction and Estate Management. No matter what stage your project is currently in, we can guide you to ensure that your project is a success.

Riehl Construction Consulting, LLC. is committed to providing equal employment opportunities to all employees and applicants without regard to race, ethnicity, religion, color, sex, gender, gender identity or expression, sexual orientation, national origin, ancestry, citizenship status, uniform service member and veteran status, marital status, pregnancy, age, protected medical condition, genetic information, disability or any other protected status in accordance with all applicable federal, state and local laws.

**Benefits**:

- 15 days PTO a year (accrued at 5 hours per pay period)
- 401(k) matching
- 6 paid holidays
- Cell phone reimbursement ($100 a month)
- Medical insurance (with company contribution)
- Dental insurance
- Vision insurance
- Company-sponsored events (previous: company holiday party at Top Golf)

Pay: $34.00 - $41.00 per hour

Expected hours: 40 per week

**Benefits**:

- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off

Schedule:

- 8 hour shift
- Monday to Friday

**Experience**:

- Receptionist: 1 year (required)
- Executive administrative support: 1 year (required)

Work Location: In person

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