Personal Assistant to CEO/Administrative Specialist

FADING WEST - "We build community" Fading West exists to build thriving and connected communities by reimagining the construction industry. Our vision is to eliminate the housing crisis for the workforce and the communities they serve. Our mission is to create attainable, high-quality, architecturally interesting, diverse communities for the workforce. To accomplish this, we fully integrate design, development, manufacturing, and construction in a single LEAN value stream. CORE VALUES We Care for People We Keep Our Promises We Hate Waste We Love Challenges We Simplify & Standardize We Excel & Outperform OUR CULTURE Strong Work Ethic, Fun, Learning, and Humility Fading West employees : do not need to be managed consistently impress the team with their insights and output are wicked smart but dont take themselves too seriously have a passion for the companys success without ego or pride in ownership are teachable, collaborative, and committed to continual learning, growth, and personal development Problem-Solving in a Challenging, Changing, and Flexible Organization Fading West employees : Challenge the norms and think outside the box enjoy the excitement of figuring out the how that accomplishes the what we are trying to achieve Manage Complexity and Simplify Systems Fading West employees : enjoy managing complexity to create efficient systems and processes that reduce waste and increase simplicity Strategic Visionary Thinking Fading West employees : Help develop strategies to achieve the objectives of the business plan to maximize return and minimize risk Relationships and Mission Fading West employees : Place a high value on relationshipsAre discerning, highly relational, people connectorsPromote and maintain Fading Wests core values and mission statementAre inclusive and build a culture where difference and creativity are valuedBelieve diversity drives innovation POSITION SUMMARY The Personal Assistant to the CEO and Administrative Specialist will contribute to the Fading West team by being a critical support resource to the CEO, Chief of Staff, other leadership positions across the organization, and general office responsibilities. This person will be integral to the effective organization and communication within the Fading West offices. The role is a combination of roughly 60% administrative specialist work and 40% personal assistant work. Both are integral to allowing the CEO to become the most productive he can be. Responsibilities Manage CEOs Communications : Communicating on the CEOs behalf both internally and externally Read, organize, and appropriately address communication across channel on behalf of the CEO. Manage CEOs Schedule : Help the CEO achieve his ideal week Manage meetings including preparing agendas, prepping CEO for the meetings agenda, taking notes, and distributing action items. Complex calendar management and scheduling (both personally and professionally) on behalf of the CEO and occasionally other C-level executives. Making sure the CEO is on-schedule each day Various Tasks : Running errands and attending in-person meetings Varying professional administrative tasks including, but not limited to, booking appointments, paying bills, coordinating travel, and various purchasing, etc. Manage all field requests such as speaking engagements, interviews, memberships, etc. Weekly expense reporting on behalf of the CEO and other C-level executives Ensure the CEO schedule is managed and kept Manage CEOs LinkedIn Personal Assistant Tasks : Coordinate personal travel for CEO and family Local errands and make appointments as needed (car, medical, house, etc.) Occasional and periodic off hours work and coordination Manage incoming mail Proactively seeking out any task that will reduce the CEOs to-do list Other tasks as assigned General Office Support Supply ordering Answering company main line when needed Working lunch meetings planning Other tasks as assigned Make the CEO the best that they can be : Helping CEO remember names, faces, and organizations both internal and external Remind CEO of important professional and personal events Qualifications Professional and polite demeanor Strong customer service and interpersonal skills Ability to use discretion pertaining to matters of confidential nature Attention to detail is a must Must be comfortable multi-tasking with the ability to prioritize Experience in a professional, fast paced work environment Notary is a plus (if not, will be included in training) Proactive management skills Exceptional with people and navigating a professional workplace and industry Demonstrated ability to manage high level communication and scheduling. Proficient in Microsoft Suite and the ability to function across a variety of platforms as needed The Ideal Candidate... Warm, welcoming, and service minded attitude : As PA / Admin Specialist you will be a face of the company and represent the CEO to many different groups - employees, suppliers, clients, lenders, investors, and governmental officials. We strive to make each interaction positive and memorable. Attention to Detail : The CEOs PA / Admin Specialist will have a high attention to detail and accuracy and proactively make decision and anticipate needs. Quality Communication : The PA / Admin Specialist must be an excellent communicator. You will manage all communication with the CEO including email and phone calls. You must also be able to track communication (and be very responsive) across multiple channels. High Level of Discretion : Since our PA / Admin Specialist will regularly work with confidential information - discretion and sensitivity is a must. Team Player : In addition to working directly with the CEO, the PA / Admin Specialist will also work with members of the Executive Team. You will need to be able to work well in a fast-paced team environment, maintaining a can-do spirit, and not complaining, making excuses, or gossiping. Affinity for Technology : Our PA / Admin Specialist will be a technologically savvy PC user and will not be intimidated by learning new technology. Teachable and Continual Learning : You must be teachable, collaborative and committed to continual learning and personal development. Relationships and Mission : We place high value on relationships and team culture. You must be highly relational, a connector of people, and discerning. Our team members will promote, enhance and maintain Fading Wests core values and mission statement.