Executive Assistant

Company: Nilson Homes
Location: Ogden
Posted on: January 12, 2022

Job Description:

We are looking for a highly organized and professional Executive Assistant to support the President/CEO of Nilson Companies in day-to-day operations. The ideal person for this role will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. This individual must have previous experience working in an office environment, performing administrative duties, and providing support to executives. The President/CEO will rely on their assistant to be forthright and direct and respect confidentiality related to high-level operations.
Responsibilities Include (but are not limited to):

• Maintain professionalism and strict confidentiality with all matters, materials, and exercise discretion when interfacing with the personal and professional business of the President/CEO
• Plan and orchestrate daily tasks and assignments to ensure the President/CEOs priorities are met, organizational goals are achieved, and best practices are upheld
• Manage communication for President/CEO including mail, email, phone calls, often responding on his behalf
• Manage professional and personal scheduling for President/CEO, including meetings, agendas, travel arrangements, and internal and outside commitments. Maintain Presidents calendar acting as a gatekeeper and protecting his time.
• Anticipate, plan, and prepare for upcoming meetings, events, and demands on President/CEOs time to keep him organized and prepared
• Ensure that appropriate invitations are extended as instructed by President/CEO
• Manage, coordinate, and arrange Presidents personal and professional travel and travel-related activities, including hotel booking, transportation, and meals and entertainment coordination, personal items prepped and packed and itinerary created.
• Ensure that the President/CEO is prepared with all necessary documents, supplies, equipment, and personal items for meetings, events, and travel
• Keep President well informed of commitments and responsibilities, following up appropriately
• Proofread and edit professional documents and letters for President
• Organize leadership team communications, meetings, and events, both internally and offsite
• Coordinate and schedule Leadership meetings, create agenda, and attend meetings to record minutes of the meetings.
• Maintain electronic and hard copy files and contact database for President
• Coordinate and manage all vacation and rental properties owned by President/CEO, including calendar, guest invitations, coordinating maintenance, and cleaning.
• Assist President with business matters of all entities owned and managed by President
• Manage Presidents correspondence and respond accordingly, alerting him of anything urgent
• Maintain receipts and reconcile Presidents expenses and assist with year-end tax prep
• Prepare President for all meetings and events, coordinating with other team members as needed
• Anticipate and ensure that meals for meetings and the President/CEO are handled in a timely manner
• Become familiar with the President/CEOs internal and outside contacts to anticipate proper communication and minimize distractions
• Ensure that the Presidents Bio is current and respond to requests for materials regarding the President and the organization in general
• Ensure that the Presidents office is always tidy and presentable
• Perform all other administrative tasks as assigned
  Qualifications
  • 3-5 years minimum as Executive Assistant, Administrative Assistant, or Office Manager
  • Proficiency in Office 365 including Outlook, Word, Excel, and Teams
  • Knowledge in Adobe and DocuSign
  • Basic knowledge of general construction of home building process
  • Professional attitude and appearance with strong work ethic and a team player
  • Adherence to strict confidentiality in all matters
  • Outgoing, assertive, accountable, forthright, and direct and to always act in integrity
  • Take direction easily and ask questions and direction
  • Ability to multi-task and prioritize work with an ability to take direction from many
  • Enjoys and thrives in a team environment
  • Quest for Personal and Professional continual improvement.
    Nilson Homes is a large production home builder, based in South Ogden, Utah. Our vision is that we improve lives by building community and our mission is to provide an exceptional experience for clients, team members, and partners by building thoughtfully designed, expertly crafted homes, in lasting communities, planned for all stages of life. We are comprised of accountable, forthright, team members committed to continual growth and improvement in our personal and professional lives.by Jobble

Keywords: Nilson Homes, Ogden , Executive Assistant, Other , Ogden, Utah