Executive Coordinator

Company: 4Liberty, Inc
Location: San Diego
Posted on: February 22, 2021

Job Description:

San Diego, California.--Candidate must currently live in the greater San Diego County region or be willing to relocate within the first 60 days of hire. COVID practices remain in effect. CANDIDATE Seeking a high-energy, detail oriented, team player with experience working as part of a high performing team of Program, Project and Financial professionals with a passion for delivering critical infrastructure projects to major utility clients. Successful candidate will have excellent communication skills across all levels of the business environment from engineering to C-Suite. Ideal candidate will have experience working in a regulated utility or equivalent financial environment. OVERVIEW As the Executive Coordinator you will support the Program Director and Leadership Team, acting with minimal supervision, anticipating needs while managing day-to-day workflow, business processes and coordinating strategic initiatives.--This will include scheduling meetings, contact management, preparing professional presentations and reports, and participating in a wide range of special projects. The Executive Coordinator performs, orchestrates, and oversees administrative duties while providing an extensive level of support, enabling the Leadership Team to work efficiently and effectively towards achieving the organization's goals.-- SUPERVISION LEVEL

• Reports to the Program Director. Work is highly independent and collaborative in nature TYPICAL DUTIES & RESPONSIBILITIES
  • Coordinate the Program Director's professional schedule, including day-to-day and long-term management of meetings, projects, and priorities--
  • Schedule all meetings and travel, including prioritizing meetings and communicating all relevant details to participants--
  • Ability to confidently review information in SAP, such as invoice, vendor, or contract activity--
  • Work collaboratively with other team members with a willingness to step in to see that business deliverables are completed on time
  • Balance conflicting priorities to manage workflow, ensure the completion of essential projects, and meet critical deadlines
  • Coordinate, together with HR and department leads, on-boarding of new employees, resources and facilitating office tools and access for visitors.
  • Manage resource adds, moves and changes
  • Interface with employees and contractors to ensure timely submission and accuracy of weekly hours reporting for timekeeping, billing and payroll
  • Track and ensure, in coordination with HR and department leads, the timely completion of all employee training and compliance requirements
  • Track company and customer owned computing and other valuable assets as assigned to employees and contractors. Manage adds, moves and changes
  • Coordinate, purchase and maintain office tools and supplies for the safe, effective daily office operations to meet internal and customer demands
  • Maintain and communicate departmental organizations charts, electronic e-mailing lists, contact sheets, electronic device contacts for new resources
  • Coordinate office maintenance, services and other requirements to maintain a safe, clean and reliable work environment
  • Coordinate COVID19 and other pandemic responses; monitoring and maintaining pandemic and other safety signage, electronic sign-in logs, ensuring proper office sanitation levels, coordinating any exposure reports with HR
  • Ensure the Leadership Team is prepared for upcoming appointments, presentations and meetings by preparing professional presentations and reports, gathering materials necessary for each meeting, coordinating presentation tools, props or other requirements to ensure and effective, smooth meeting
  • Conduct, compile, and present research on projects, initiatives and processes
  • Serve as primary point of contact for a wide variety of high-level relationships between client executives and external contacts
  • Handle phone, email and postal mail inquiries and respond appropriately
  • Draft and edit correspondence, proposals, articles, reports and presentations; transcribe meeting notes with well-rounded experience using Microsoft Office Suite products
  • Coordinate and manage special projects, including working collaboratively with staff to ensure projects deadlines are met
  • Actively support each member of the team, providing back?up support for co?workers when appropriate and actively supporting group goals
  • Ad Hoc requests and one-off projects as assigned
  • Make recommendations, suggestions and/or implement process improvements or other changes that positively influence business operations, customer service and/or employee satisfaction EXPERIENCE & QUALIFICATIONS A combination of experience, education, and/or training which substantially demonstrates the following knowledge, skills, and abilities:
    • 8+ years executive administration experience
    • Proven organization and time management skills to complete a high volume of varied responsibilities in a fast-paced setting with excellent attention to detail
    • Demonstrated experience producing well thought-out, professional correspondence free of grammatical and spelling errors
    • Expert in all MS Office applications including, Word, Excel, PowerPoint, Visio
    • Able to demonstrate a high level of tact, discretion, and diplomacy with all internal and external stakeholders
    • Demonstrated ability to maintain confidential/sensitive information EDUCATION & TRAINING
      • Bachelor's degree or equivalent education in Business, Finance or related field SOFT SKILLS
        • Excellent verbal and written communication
        • Demonstrated interpersonal skills in day-to-day operations and under-pressure
        • Demonstrated ability to influence others and convey schedule deliverables in a concise manner
        • Ability to work both in a team environment and independently with minimal supervision--
        • Detail oriented with excellent organizational, planning and follow-up skills PHYSICAL DEMANDS Physical demands are representative of those that must be met by an employee to successfully perform the essential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions:
          • Sit or stand at a desk and use a computer workstation for up to 6 hours per day
          • Reach and use hands and fingers to feel objects or controls
          • Occasionally lift and/or move up to 15 pounds APPLICATION FORM * Required First name * Last name * Email address * Resume (.pdf and max of 4MB) * Phone number Linkedin url Cover Letter Hello, Thank you for your interest in 4Liberty! Your resume has been received. We will contact candidates who possess the qualifications that most closely match our requirements. Thank you again for your interest! Best Regards, 4Liberty Human Resources

Keywords: 4Liberty, Inc, San Diego , Executive Coordinator, Other , San Diego, California