DescriptionPosting Title: Executive Assistant - Modular - Data Center
Reports To: General Manager, Modular
Location: Salt Lake City, UT San Jose, CA
Salary Range: $102,000 to $134,000
Final determination of a successful candidate's starting pay will vary based on a number of factors, including market location and may vary depending on job-related knowledge, skills, education and experience. The pay scale listed for this position is generally for candidates that meet the specified qualifications and requirements listed on this specific job description. We provide a competitive compensation package that recognizes your experience, credentials, and education alongside a robust benefits program to meet your needs. Our compensation reflects the cost of labor across several US geographic markets.
THE MODULAR TEAM Modular solutions by CEI anticipate and solve ongoing problems for data center operators. Our proven, factory-built and tested data center infrastructure products bring deployments online faster, more reliably, and with less risk than conventional methods.
ABOUT THE ROLEThe
Executive Assistant (EA) provides daily support to one or more of our C-suite executives based out of CEI's San Jose Headquarters. This role will be responsible for performing tactical and strategic administrative support tasks for upper executive level employees and their teams. They will work closely with executive leaders on calendar maintenance, records management, travel and expense reporting, and other general administrative tasks.
The Executive Assistant performs and oversees special projects or assignments that are highly sensitive or complex, requiring a high level of independence and initiative in execution and implementation. Handles, details, and directs work of a highly confidential and critical nature to support the executive on matters of significance. The EA plans for special events, includes managing vendors, scheduling, selecting venues, and coordinating details. Advises executive team members regarding the Board and/or Board Committee agendas, materials, and action items. Manages, under general direction from the executive team, Board and/or Board Committee agenda development, meetings logistics, and completion of action items.
- Directs the daily administrative operations for executives' offices.
- Develops and implements efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses.
- Functions as the gatekeeper, understanding the executive's requirements, prioritizing issues according to urgency, and allocating time accordingly. Protects Executives time/schedule.
- Research, compiles, and summarizes complex and/or highly sensitive issues, policies and topics; provides background information, talking points and briefing materials for the executive.
- Briefs executive in a timely fashion regarding priorities and deadlines on the status of pending issues.
- Prepares confidential reports and summarizes issues for executive team members and/or their teams
- Handles the details of complex and highly sensitive matters on behalf of the executive.
- Prepares responses to urgent requests on behalf of the executive; takes charge of complex and highly sensitive matters, and independently investigates issues and problems.
- Makes high-level contacts of a sensitive nature with internal and external individuals, requiring a high level of discretion and diplomacy.
- Researches, analyzes, and synthesizes information to prepare executive briefings, reports, and summaries.
- Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings.
- Coordinate the preparation of agendas and supporting documents for board and standing committee meetings in a sufficient time for members to prepare for meetings.
- Attend board/committee meetings, take minutes, and keep an accurate record of the business conducted.
- Provide necessary service and leadership to accomplish organizational goals effectively.
- Manage multiple calendars including coordinating and scheduling meetings, travel arrangements, meeting venues, appointments, conference calls, conference reservations, catering, logistics, and other internal and external engagements
- Emailing/sorting inbox, checking voicemail, responding on behalf of executive and all other forms of correspondence.
- Ensuring senior executives are organized and prepared for all meetings and events
- Assisting with presentations, meeting materials, proposals, and other business critical documents
- Coordinating with other administrative assistants to maintain Salesforce pipeline and work-in-progress
- Creating and maintaining organization charts
- Preparing expense reports and credit card reconciliation
- Assisting with headcount projections and the hiring process for key positions - managing senior leaders' open requisitions, review resumes, schedule interviews, etc.
- Supporting onboarding of new employees
- Serving as a liaison across teams, working with other divisions and corporate departments
- Support other EAs as needed, facilitating admin team meetings, helping onboard and coach new admins, and keeping training and job reference materials up to date
ABOUT YOU- High degree of discretion with confidential and sensitive information
- Excellent written and verbal communication skills
- Ability to direct multiple executives' administrative requirements.
- Attention to detail.
- Excellent time-management skills with the ability to multitask.
- Excellent organizational, time management, and project management skills.
- Demonstrated ability to work effectively in a fast-paced environment.
- Comfortable with working collaboratively with others to support company initiatives, company values, and drive results (communicating in written, verbal and video)
- Expert in MS Office, including Word, Excel, PowerPoint, Outlook. Oracle, JD Edwards, and Visio desirable
- Advanced experience with Salesforce.com
MINIMUM QUALIFICATIONSAny combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.
Education: High School Diploma or GED required. BA/BS or equivalent work, construction industry preferred.
Licensure/Certifications: N/A
Experience: Five (5) years of administrative experience, including two (2) years at the senior level supporting executives.
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PLEASE NOTE: CEI will never ask for any money or financial information from applicants during the hiring process. To learn more about "job scams" how to avoid them, click here.
The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department, program or project needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
