Executive Assistant & Office Coordinator Ollin Surfaces Santa Ana, CA Job Details Full-time From $23 an hour 1 hour ago Benefits Health insurance Dental insurance 401(k) Paid time off Qualifications Microsoft PowerPoint Spanish Confidential information handling Microsoft Excel Microsoft Outlook Business travel arrangements Expense management Spreadsheets Executive administrative support Microsoft Office High school diploma or GED Driving Data entry Full Job Description We are looking for a friendly, responsible, and professional Executive & Office Assistant with a "get-the-job-done" attitude to aid the owner, construction, and office staff with scheduling, reporting, research projects, data entry, filing, and other on-site tasks as required. This individual must be anticipatory, self-managed, and an overall proactive professional that can adaptively problem solve and be able to provide executive support, guidance, and leadership. This forward-thinking assistant must also be based in knowledge of extensive and continuous calendar management, domestic and international travel management, expense management, event planning & registration, detailed meeting plan management, and all around executive support. Responsibilities Assist owner with various personal and business errands and tasks both on-site and off-site. Meet with the owner daily to provide detailed updates on projects and pending action items. Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the owner's behalf. Maintaining comprehensive and accurate records for office staff, owner, yard, and construction teams. Performing minor accounting duties such as aiding the office staff with filing, data entry, and other office related tasks as needed or required. Filtering mail, checks, and other documents delivered and also available for record on-site to support the owner & staff. Ordering appropriate on-site materials for all staff in a timely manner with executive approvals. Organizing meetings & work events including scheduling, sending reminders, and organizing catering when necessary. Scheduling weekend office staff coverages and notifying HR. Supporting yard & construction staff with any questions, concerns, or scheduling issues and will bring to management/HR attention if needed. Answering phone calls in a polite and professional manner. Transferring calls to the appropriate on-site contacts and taking detailed notes if the individual is not available. Managing the executive's calendar, including making appointments, booking international trips, and prioritizing the most sensitive matters. Supporting the owner and office staff with tasks assigned to construction teams and working strategically to get worksite jobs completed. Requirements Must have a friendly and positive disposition. Ability to manage multiple assignments, set priorities, and adapt to changing conditions. Be a results-driven achiever with excellent organizational skills. Must be an exceptional listener and communicator who effectively conveys information verbally and in writing. Have stamina, drive, and perseverance to handle pressure well. Must be willing and able to resolve problem situations with a smile on their face. Reliable. Stable. Proficient in MS Office Suite (Outlook, Word, Excel). Must have an excellent driving record and reliable transportation. Must have a "can-do" attitude and be ready and willing to assist as need or required. Must be up to date with latest electronic equipment, gadgets and applications (AI integration familiarity a plus). Must have excellent verbal and written communications skills. Must be able to always maintain discretion and confidentiality. Bilingual (Spanish) a plus. Position may require use of personal vehicle for offsite meetings, errands, and tasks.

Education:

High School graduate required. Some college preferred.

Job Type:

Full-time Pay:

From $23.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) Dental insurance Health insurance Paid time off

Experience:

Microsoft Excel:

1 year (Preferred)

Microsoft Powerpoint:

1 year (Preferred)

Microsoft Office:

2 years (Preferred)

Microsoft Outlook:

2 years (Preferred)

Location:

Santa Ana, CA 92701 (Preferred) Ability to

Commute:

Santa Ana, CA 92701 (Preferred)

Work Location:

In person