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Executive Assistant to the General Manager

Company: J. W. Bamford
Location: Oroville
Posted on: June 6, 2021

Job Description:

J.W. Bamford, Inc. Executive Assistant for the General Manager FLSA ClassificationNon-ExemptFull TimeSalary RangeCompensation is based upon experience and assumed responsibilities. Reports toGeneral ManagerSeeking a person that is self-driven, capable of anticipating what needs to be done and making it so with minimal supervision. This person will have a proven ability to consistently and positively contribute in a high-paced, changing work environment. Your ability to take constructive criticism and grow while staying motivated is imperative. You will be regularly learning new skills, and constantly growing as both an individual and a professional. Additionally, meticulous attention to detail and organization is crucial to the success of this role. If you thrive most in an active, changing environment, this multifaceted role may be the non-linear path to your next career. Job Description Summary/objective Executive Assistant to the General Manager- Essential FunctionsOrganizing, prioritizing, and appropriately handling time-sensitive, confidential information and ensuring action/attention that is required is addressed.Develop trusted relationships, maintain confidentiality and integrity within the organization.Possess good project management skills which includes facilitating resources to complete projects, managing challenges and deadline updates, and multi-task projects with competing deadlines. Coordinate and prepare executive communications, including taking incoming calls, responding to e-mails, interfacing with clients and personnel representing the General Manager.Able to professionally prepare materials for the General Manager from outlines and content guidance.Can deal with interruptions and work well under pressure in a fast-changing environment.The ability to reprioritize at a moment s notice and to assume additional responsibilities based on the company s changing needs. Willing to take on new projects as needed. The capacity to independently see a project through from start to finish.Shows emotional resilience and flexibility while dealing with a variety of stakeholders, partners, and clients.Strong proactive problem solver that figures out solutions to roadblocks and seeks out resources independently.Manage and support the General Managers billing and expenses, purchase orders and invoices.Uphold a strict level of confidentiality.Exercises considerable judgement and discretion in handling requests for appointments and ensures all parties are informed of and kept abreast of schedules and schedule changes and conflicts.Develop and sustain a level of professionalism among staff and clientele.Attend management meetings with department managers and owners.Maintaining General Manager s calendar.Prepare internal and external corporate documents for General Manager.In charge of scheduling monthly company meetings, creating agendas, and taking meeting minutes for distribution.Respond promptly to General Managers inquiries and requests.Prepare requests for Proposals (RFP s), and receiving and tracking responses to RFP s.Using advanced problem-solving skills, the Executive Assistant will need to exercise judgement within narrowly defined practices or policies to find solutions with in-depth knowledge of company operations.Coordinate and manage all logistics for internal and external meetings including but not limited to team meetings, all hands, off sites, and one-on-one meetings with a wide variety of stakeholders. Capacity to quickly shift priorities as required to meet and exceed expectations. Keep organized and detailed files for all projects and update frequently in both paper and electronic documents.Prepare routine and advanced correspondence including letters, memoranda, and reports.Interprets and adapts guidelines, including unwritten policies.Can perform all the responsibilities of an Executive Assistant with an excellent time management skillset.General administrative support including expense analysis, track and trace, and special projects.Work cross functionally to maintain a shared corporate calendar to enable thoughtful and strategic planning across the organization so that there is adequate time to prepare and execute at all levels. Organizing and maintaining file system in accordance with company records retention policies.Performs mailroom/shipping duties.Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.Partner with IT helpdesk and assist in the troubleshooting of basic office technology issues.Compiles information and data for statistical and financial reports. Legal Document Administrator Familiarity with a variety of real estate and corporate general legal concepts, practices, and procedures.Will assist the General Manager in drafting, editing, storing, processing, faxing, mailing, and electronically sending correspondence, and other legal documents.Ensures all legal or corporate documents are prepared, proofread, copies, and filed/served in accordance with legal requirements and deadlines.Managing legal documents.Be able to file Real-Estate documents, research documents, analysis of legal documents, analysis of contracts. Ability to know which City, County, State, or Federal municipal entity is required to process or apply for licenses, recording of company documents, or any legal requirements. Other Duties and Responsibilities Be a trusted and proactive support person for the General Manager, always anticipating what is required before others.Participate in proactive team efforts to achieve department and company goals.Provide leadership to others through example and sharing of knowledge/skills.Provide excellent customer service to clients, vendors, and suppliers.Perform other duties as assigned. CompetenciesStrong Communication & Multi-tasking skills required.Willing to take on new projects as needed. The capacity to independently see a project through from start to finish.Shows emotional resilience and flexibility while dealing with a variety of stakeholders, partners, and clients.Strong proactive problem solver that figures out solutions to roadblocks and seeks out resources independently.Manage and support the General Managers billing and expenses, purchase orders and invoices.Uphold a strict level of confidentiality.Exercises considerable judgement and discretion in handling requests for appointments and ensures all parties are informed of and kept abreast of schedules and schedule changes and conflicts.Develop and sustain a level of professionalism among staff and clientele.Attend management meetings with department managers and owners.Maintaining General Manager s calendar.Prepare internal and external corporate documents for General Manager.In charge of scheduling monthly company meetings, creating agendas, and taking meeting minutes for distribution.Respond promptly to General Managers inquiries and requests.Prepare requests for Proposals (RFP s), and receiving and tracking responses to RFP s.Using advanced problem-solving skills, the Executive Assistant will need to exercise judgement within narrowly defined practices or policies to find solutions with in-depth knowledge of company operations.Coordinate and manage all logistics for internal and external meetings including but not limited to team meetings, all hands, off sites, and one-on-one meetings with a wide variety of stakeholders. Supervisory responsibilitiesNone Work environmentWork is performed in an office environment and requires:Sitting for prolonged periods of time using a computer keyboard, mouse, and screen.Standing and walking may require twisting, reaching, bending, crouching, and kneeling.Grasping, pushing, pulling, dragging, and lifting boxes of files and other office items weighing 30 pounds or less.Mobility, vision, hearing, and dexterity levels appropriate to the duties to be performed. Travel requiredNo Required education and experienceBachelor s Degree in Business Administration, Finance, Accounting, or Pre-Law or pursuing.10 Key by touch.Must be able to type 55 wpm.Advanced Computer & Microsoft Office Suite, Word, Adobe, and Excel skills required. Preferred education and experienceMasters Degree in Business Administration, Finance, Accounting, or Pre-Law.Paralegal, Legal Secretary, Legal Analyst, Real-Estate, or Title Company Background or experience.2 to 5 years Executive Assistant experience. Additional eligibility requirements Valid California Driver s License.Pass a Pre-Employment Drug ScreenObtain and maintain Notary Commission with the State of California Benefit Conditions:Only Full-Time employees are eligible.May have a waiting period.

Keywords: J. W. Bamford, Chico , Executive Assistant to the General Manager, Other , Oroville, California

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