Executive Assistant- Corporate Facilities

About the Position
Are you a well-organized, passionate people person with an interest in making an impact on your organization? This Executive Assistant position might be a great fit for you. We're looking for a candidate with a proven track record to provide direct, executive-level support to the Vice President of Corporate Properties & Facilities. This critical role interacts with all levels of staff and helps the Property and Facilities teams oversee the day-to-day operations of our corporate headquarters, working directly with the Vice President to organize, plan, and execute goals. The Executive Assistant works both independently and collaboratively, helping drive our company culture and ensure departmental organization and success.
Position Responsibilities
Provide executive-level administrative support to the Vice President across all aspects of day-to-day operations, as needed or requested.
Prioritize and facilitate communication within and across departments.
Manage and coordinate the Vice President's calendar through Microsoft Outlook, including travel arrangements, departmental meetings, and events.
Attend meetings, take notes/meeting minutes, and follow up with team members on assigned action items as needed.
Help complete company and executive initiatives.
Coordinate and assist with special projects as needed, including research, documentation, reporting, presentations, and analysis.
Maintain a sense of ownership and involvement in projects to help manage and reach departmental goals.
Manage heavy incoming and outgoing e-mail traffic, using discretion and sound judgment with confidential information.
Support the property team by assisting in scheduling meetings/interviews, reserving conference rooms, and coordinating and confirming meetings/interviews.
Vendor contract administration, bid summaries, and budget/variance report review.
Periodic property inspections and vendor walks.
Create and maintain a filing and organizing system for Property Management documents.
Accurately prepare correspondence, purchase orders, and other documents.
Prepare and maintain summary Excel spreadsheets.
Prepare monthly expense reports for the Vice President, Property Manager, and other team members (as required).
Time coding for the Vice President, Property Manager, and other staff as needed.
Plan and coordinate property management events.
Manage, update, and close out work orders as needed.
Run errands as needed or requested.
Provide backup support as needed or requested.
Other tasks and assignments as needed or requested.
Here's What We're Looking For
3 or more years of related executive administrative assistant or office manager experience, supporting senior management or executive-level staff
Associate's or bachelor's degree required
Technical proficiency with Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat/Bluebeam, internet navigation/research, and strong typing skills
Experience with internet-based work order software preferred (i.e., Angus Anywhere, Workspeed, etc.)
Excellent interpersonal skills, with the ability to communicate with all levels of management and deliver professional, helpful, high-quality customer service that achieves desired, expressed, and unarticulated optimal results
Extremely professional and poised, exercising independent judgment and discretion while maintaining a high level of confidentiality
Detail-oriented, extremely organized, and able to multitask in a high-volume, fast-paced environment with strict, changing deadlines
Proven ability to manage multiple, fast-moving priorities and adapt to change with a sense of urgency
Ability to work with little supervision: meet deadlines, prioritize assignments, provide recommendations, and effectively communicate updates
Demonstrated self-motivator, proactive in managing long-term projects and assignments in balance with daily tasks
Proven teamwork orientation and skills
Strong verbal, written, communication, and organizational skills
Ability to accurately proofread and edit
Flexible schedule with the ability to work outside core business hours (occasionally on short notice, and on a limited basis) as needed
Demonstrate and uphold Power Design's core values, which include integrity, accountability, teamwork, innovation, and growth
Benefits and Perks
Competitive salaries offered
Cutting-edge headquarters with an on-campus café, fitness center, game room with golf simulator, electric scooters, lake with running path, training facility, and tobacco-free campus
Exciting, award-winning workplace culture focused on employee appreciation, recognition, and fun
Comprehensive medical, dental, vision, life insurance, and Flexible Spending Accounts (FSA) options offered
Short and long-term disability plans
401k with company matching available
Paid time off and company holidays provided
Discounts to a variety of services, mental and physical wellness resources, free Care.com memberships, and other perks given to all Power Design team members
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At Power Design, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law. Power Design believes that diversity and inclusion among our teammates is paramount to our success as a national company, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool nationwide