Executive Assistant

Executive Assistant

DBMG Headquarters - Phoenix, AZ 85016

Position Overview

The Executive Assistant is a detail-oriented and highly efficient role that coordinates the smooth operational flow of the company by supporting team initiatives and objectives, coordinating processes, resolving problems, and completing various projects and special assignments as needed. This position requires a high degree of flexibility and adaptability to balance the often-conflicting needs of executives, and the office. This role coordinates and oversees administrative duties in the office and ensures that the office operates efficiently and smoothly. They serve as the first point of contact for visitors, assist us in maintaining a professional and clean office environment.

Key Performance Objectives

• Provide support and service to Executive team. Acts as a team player to all business units assisting where and when needed.
• Manage calendars, travel arrangements and meeting details for Executive team, including venue selection, meeting material preparation and catering arrangements.
• Oversee/submit executive expense reports.
• Manage relationships with vendors, service providers and landlord. Primary point of contact for all building maintenance issues and communication of issues to employees.
• Negotiate the pricing and purchasing of vendor products for office services (janitorial, shipping, copier and print services).
• Maintain and order inventory of office supplies (stationary, lunchroom and janitorial) and company promotional gear.
• Reconcile, code and approve department invoices for payment. Provide administrative support to other departments as needed.
• Distribute mail to various departments daily and maintain reliable incoming/outgoing mail process and procedures.
• Plans, coordinates and executes the setup of company functions and special events.
• Manages building security system which includes adding and deleting profiles for new and terminated employees. Works with Human Resources on the timing of new hires and terminations.
• Works with HR and Department Managers on all incoming new hires ensuring proper equipment ordered and procured.
• Greets and assists all incoming employees and visitors (e.g. vendors, customers, third party contractors, and job interview applicants) ensuring all safety and health office protocols are followed.
• Meet timelines and deliverables, while maintaining the highest level of confidentiality and ethics at all times.
• Other general administrative duties as assigned.

Core Competencies

• Perseverance
• Time Management
• Listening
• Interpersonal Savvy
• Integrity and Trust
• Written Communications
• Organizing

Qualifications

Work Experience: At least Five (5) years related experience as an Office Manager or Office Administrator in a construction/engineering/architecture environment where meeting and greeting customers, vendors, and visitors is frequent.

Education/Training: HS Diploma or equivalent. Continuous Education in training courses such as MS Office and MS Windows is highly preferred.

Specialized Knowledge – Certificates & Licenses: Demonstrated knowledge of office procedures related to purchasing and coordination of office materials and equipment. Working knowledge of building safety and waste removal standards; Working knowledge of ADA and building compliance codes.

Software & Technology: Personal Computer; phone; Computer Software includes: MS Windows 10, MS Office 365; MS Office Word, Excel, and Outlook.

Work Environment: Position requires as many hours needed to fulfill the daily and weekly obligations required to carry out the functions. Working long days including evenings and weekends can be required for this position. Current and valid driver's license and proof of acceptable insurance is required. This position is generally indoors in a climate controlled office. However, frequent visitations to outside facilities will be required. Reasonable accommodations will be made upon request for those who have disabilities that qualify under the American with Disabilities Act.