HARKINS BUILDERS INC Hiring for Senior Executive Assistant BALTIMORE/WASHINGTON Job at Baltimore, MD Full Time

ESSENTIAL JOB DUTIES

• Enhance executives’ effectiveness by providing information management support.
• Perform administrative duties for executives and their subordinates.
• Exhibit confidentiality with executives, employees, and other corporate information.
• Support administrative staff and contribute as necessary.
• Ability to interact and communicate professionally and ethically with executives, corporate staff, site teams, clients, subcontractors, and vendors.

SPECIFIC RESPONSIBILITIES

• Produce information for executives and their subordinates by writing, taking dictation, transcribing, formatting, inputting, editing, retrieving, copying, scanning, and transmitting text, data, and graphics.
• Conserve executives’ time by reading, researching, and routing correspondence, drafting letters and documents, and collecting and analyzing information.
• Answer and screen CEO’s phone calls and handle requests on his behalf, as required.
• Manage CEO’s mail and emails on a daily basis, responding on his behalf, as required.
• Maintain executives’ appointment schedules by planning and scheduling meetings, conferences, retreats, teleconferences, business outings, and travel as required.
• Schedule and arrange for all travel reservations (airlines, hotels, itineraries for group, etc.) for execs and ELP groups.
• Greet clients, subcontractors, vendors, etc. and answer or direct inquiries, often on executives’ behalf, as required.
• Prepare and assist with reports, gathering litigation documents, assisting with presentation preparation, and/or documents as directed by executives and their subordinates.
• Coordinate meetings (i.e., corporate meetings, monthly and weekly executive meetings, project meetings, PM lunches, BOD meetings, coaching sessions, goals, misc. meetings, etc.) for executives and their subordinates, as requested.
• Sign legal documents as the assistant corporate secretary for Harkins Builders, Inc.
• Schedule and attend all Board of Directors meetings, take dictation/transcribe meeting minutes, and prepare BOD Resolutions and Consents, as directed.
• Type, edit, format, and distribute all documents for executive meetings in a confidential manner.
• Handle petty cash for senior executives.
• Assist and work closely with the succession leadership group, communicating confidential information and setting up meetings, training, coaching, etc.
• Sign checks and follow proper protocol for Check Signor procedures.
• Enter CEO’s and corporate counsel’s detailed time into PeopleSoft on a bi-weekly basis.
• Keep and maintain a detailed log of documents in project safe files and corporate safe files and scan copies into folders as well as Procore, when necessary.
• Maintain log and get approval from corporate counsel on all letters of credit, personal guarantees, and credit applications.
• File all 100% Payment and Performance bonds and bond riders in corporate safe.
• Maintain executives’ business files and records (digital and hard copy) in an organized and efficient manner.
• Provide temporary relief for corporate switchboard, when necessary.
• Improve program and service quality by devising new applications, updating procedures, and evaluating system results with users.
• Attend required corporate meetings, training programs, and Harkins University seminars/webinars.
• Perform additional duties as assigned.

Harkins is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, color, religion, sex, sexual orientation, gender identity, national origin, age, status as a protected veteran, or disability.