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Administrative Assistant

XL Construction

Oakland, CA
  • Knowing that the work we do directly affects people, we commit to delivering a high quality end product with a collaborative construction process. The planning, collaboration, communication, and execution for each of our projects is focused on the success of the entire team, an approach that has earned us a network of excellent partners and a 93% client referral rate. Whether constructing office space, a laboratory, or a mission critical facility, we offer a practical approach built on a foundation of technical construction experience tailored to meet each project’s specific needs. Founded in 1992 and with offices in the Bay Area and Sacramento, California, XL is a contractor of choice for leading companies in technology, life sciences, healthcare, and education. XL is consistently ranked as one of the Best Places to Work by the San Francisco Business Times/Silicon Valley Business Journal and is a founding member of the United States Green Building Council (USGBC) Silicon Valley Chapter.


  • POSITION DESCRIPTION

    Position Summary

    The Administrative Assistant is an essential, front-line position, reporting to the Administration and Facilities Manager. As such, this position acts as an ambassador for XL Construction and the face of our Oakland office. The expectation is that this position will support the V.P. of Marketing and Communications, facilitate effective communication from and within the Oakland office, and function as a dynamic member of the Oakland office team. To be successful, the ability to self-assess, manage time and priorities, pay sharp attention to detail, strive to build and maintain strong relationships, and use of best judgement and discretion are required.

    Responsibilities

    • Reception – Answer, filter and prioritize phone calls and emails, welcome and manage guests in a timely manner, manage incoming and outgoing mail and deliveries. Manage the Oakland office email notifications. Assist in-house tenant with questions regarding space, service needs, guests, and shipments/mail to promote good neighborly relationship. Strive to ensure smooth daily operations in line with the Company’s vision for the office work environment.
    • Executive Assistance – Proactively plan and manage the calendar for the V.P. of Marketing and Communications. Requires ability to anticipate, plan ahead, and use judgement to prioritize requests. Communicates with the leader/s and other administrative staff in advance to keep apprised of what is ahead, maintains alignment with leader/s on priorities, and carves out dedicated time for planning/strategy/reflection. Collaborates and communicates (verbally and electronically) with other admins to make priority meetings possible. Participates in meetings as requested to take notes or provide meeting technical support.
    • Special Projects – Assist with additional special projects for Oakland-based executives as needed, including but not limited to marketing document production support, assistance with managing marketing and communications systems, and special research projects.
    • Meeting & Event Coordination and Preparation – Support Communications team, Executive Assistants, Corporate Events Manager and the Learning and Development team as needed in the thoughtful coordination of meetings and events, including calendaring, scheduling conference rooms, communication and follow through, document preparation, securing catering vendors, set- up & clean-up of conference rooms, office space and kitchen, and providing appropriate supplies.
    • Facilities & Office Coordination – Assist employees and guests, property management, and the Administration & Facilities Manager regarding matters of safety, security and access, construction and/or tenant improvements. Coordinate with vendors and subcontractors for maintenance and repair services for appliances, copiers, furniture, and the like to ensure a functional, efficient, and aesthetic work environment. Provide performance feedback to the Administration and Facilities Manager on level of service and make recommendations for competitive, quality service providers.
    • Expense Reporting – Complete monthly reconciliations of credit card charges, code expenses and report as required.
    • Budget Management and Reporting – Track kitchen and copy room supply order costs and submit monthly report to the Administration & Facilities Manager. Make recommendations for cost saving measures and when budget adjustments may be necessary due to changing trends in office staffing and cost of supplies.
    • Community Outreach & Employee Engagement– Seek out information on local events and issues that may affect employees, forge relationships with local vendors and venues for hosting events, plan and coordinate small, in-house gatherings that encourage employee engagement and well- being.
    • Document Management & Process Control – Maintain oversight of the Front Desk reference binder to ensure information and processes for managing office services and reception are kept current. Organize and file documentation, manually and electronically, as applicable. Make recommendations for process improvements when needed.
    • General Administration and Office Support – Provide general administrative assistance to support the Executive Assistants and employees as requested. Maintain stocks and overall tidiness of the office space, kitchen and supply rooms and other office support as needed.
  • POSITION REQUIREMENTS

    Qualifications

    • Associate or bachelor’s degree preferred
    • 4+ years’ experience providing departmental or executive level administrative support
    • Technology Savvy – experience working with various technological components (PCs, smart phones, tablets) and their work-related applications. Video conferencing and other remote work tools. Ability to provide basic trouble shooting support
    • Proficiency with MS Office Suite – Outlook, Word, Excel. PowerPoint experience preferred
    • Demonstrated customer focus and ability to work with staff at all levels
    • Proven ability to build effective partnerships within field operations and office-based teams throughout the company
    • Positive attitude, self-starter, collaborative
    • Creative problem-solver, detail-oriented
    • Strong verbal/written communication skills
    • Ability to adapt and change in a fast paced, dynamic environment
    • Able to multi-task and self-prioritize required
    • Reliable and punctual

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