Executive Assistant 2904 - Ultimate Staffing Services

Executive Assistant

Location: Ontario, CA

Job Type: Full Time

Key Responsibilities:

- Collaborate directly with the Superintendents to manage safety documentation and daily meeting records.

- Oversee the scheduling and communications for the Director

- Coordinate with an external recruiter to gather resumes, disseminate them to the team, and arrange interviews for internal positions.

- Work with the Executive Team to facilitate management meetings, prepare agendas, plan events, and coordinate discussions with field staff.

- Engage with Project Managers to conduct Superintendent reviews upon the completion of each project.

- Organize bi-weekly meetings with Project Managers.

- Schedule monthly meetings and lunches for Senior Superintendents and their mentees.

- Coordinate quarterly Superintendent meetings and provide comprehensive meeting notes.

- Monitor weekly foreman logs and report to the superintendent regarding any missing minutes and daily logs.

- Maintain and distribute a monthly Superintendent Report.

- Assist in the planning of quarterly safety meetings.

- Attend PM Workload Meetings and prepare weekly updates for the PM Workload Report.

- Facilitate client lunches, dinners, and events, and manage end-of-year gifts.

- Schedule quarterly Functioning Management Team meetings and provide meeting notes.

Qualifications:

- Exceptional organizational and communication skills.

- Ability to work independently as well as collaboratively within a team environment.

- Proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint).

- Previous experience in administration, project coordination, or a comparable field is preferred

-Required: Construction industry experience

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.