Executive Assistant (Northern NV) - Martin Harris Construction

Job Description

SUMMARY: 

Provide high-level administrative and management support by ensuring office operations and procedures are organized, effective and efficient, focusing on office communication protocols, streamlining administrative procedures, inventory controls, office staff supervision and task delegation.

DUTIES AND RESPONSIBILITIES:

• Assist in overseeing general office operations while performing advanced, diversified and confidential administrative support to Northern NV executive and senior-level management as well as other associates within the organization.
• Prepares correspondence and reports which may include responding to inquiries on behalf of the North Nevada Executives or senior-level management.
• Explain policies and procedures to other parties based on knowledge of company and department guidelines.
• Proficient with calendar management in order to coordinate appointments and schedules of all associates.
• Manage Administrative Support Assistants who are responsible for (at minimum) maintaining office infrastructure, including filing systems, tracking office supplies, answering phones, sorting mail, preparing and/or tracking expense reports and invoices for the Northern NV office.
• Facility Management that includes scheduling janitorial, pest control, alarm system, equipment maintenance and any interior repairs.
• Oversees staff interactions and responds to their queries on office management issues as well as acting as a liaison between the department heads, executives, and external groups.
• Arranges travel processes, including flight, hotel bookings and car rentals for management.
• Prepares high quality presentations, reports, and other documents using word processing, spreadsheet and presentation software systems currently have in place. Some presentations may be confidential in nature.
• See to the special needs of the Northern NV executives and senior-level managers and handle confidentially, matters that may be personal in nature.
• Oversee successful onboarding procedures for new Associates.
• Conduct New Hire Orientation for new Associates and ensure timely submission of new hire paperwork to HR.
• Assist Accounting Department with tracking and ensuring invoices are distributed to correct project teams and processed within 48 hours.
• May prepare reports such as budget expenditures, statistical reports or performance measures.
• Prepare and/or track expense reports and invoices for Northern NV executives and senior-level management.
• Track and enter time into HH2 for Administrative Support Assistants as well as the direct reports of the Northern NV Business Unit Executive or other Associates as assigned.
• Must be a Self-Starter with a demonstrated ability to maintain accountability, manage multiple priorities, and work independently while functioning as part of a cooperative team.
• Ability to plan and organize meetings, including off-site locations, agenda planning and management, event and meeting planning and logistics.
• May be asked to coordinate or direct the work of other personnel and/or train others.
• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

• May train and supervise subordinate clerical staff. All workers may be required to visit a construction site at some point during employment.

QUALIFICATIONS:

• Must be creative and driven.
• Ability to mentor, inspire, and motivate other associates.
• Must have excellent verbal and written communication skills, organizational and time management skills and analytical abilities.
• Be proficient with Microsoft Office Suite, Outlook, and Internet. Experience with Sage/Timberline a plus.
• Should have at least five years of high-level administrative and office management experience.
• Position requires physical capabilities of 10–50 pounds and requires repetitive hand movements as well as physical dexterity and mobility.

Company Description

Founded in 1976, Martin-Harris Construction (MHC) has grown to be the largest general contractor in Nevada with projects throughout the Southwest.

In response to our Clients’ needs for a multi-faceted contractor, we maintain dedicated talent and resources in a wide variety of industries, experience in all delivery methods, and with in-house, self-performance capabilities to augment projects when needed. This ensures that no matter the scope — from $10K emergency repairs to $100K tenant improvements and $10M renovations to $100M new builds — we have the resources and experience to consistently provide a certainty of delivery to achieve any project goal and build strong relationships with our Clients.

Martin-Harris is a relationship-driven firm founded on Core Values that have resulted in longstanding partnerships with Clients, Design Professionals and Subcontractors. Every MHC Associate strives to deliver more value and innovation to each of our Clients and projects. This desire to not only meet, but exceed expectations, is also rooted in our Core Values and built into our company culture. These ideals are the inspiration for our company motto: Discover Excellence.

We are always looking for talented, self-motivated individuals to join our team. If you think you are ready to be a part of an exciting team, then we encourage you to continue with this job application!

Martin Harris is a zero tolerance and drug free environment. 

Benefits

• Medical Insurance (individual and family plans paid by company)
• Dental Insurance
• Vision Insurance
• Life Insurance (paid by company)
• 401(k) with company match
• Paid Time Off (PTO)
• Paid Holidays
• Long-term and Short-tem Disability Insurance (paid by company)
• Supplemental Insurance

Additional Job Information

Interested applicants must submit their resume for consideration using our applicant tracking system. Due to the high volume of applications received, only candidates selected for interviews will be contacted. Candidates must be legally authorized to work in the United States. Unsolicited resumes from search firms or employment agencies, or similar, will not be paid a fee and become the property of Martin-Harris Construction.