Executive Assistant to the Division President

 



This year marks the 125th anniversary of the Shea family of companies. From our modest beginnings, guided by a philosophy of caring for our customers, the J.F. Shea Co. has become a renowned and respected leader in the construction industry. Today, the results of that caring is seen in our communities across this great country. Everything we do comes from one basic principle: ?When you care, it shows.?

 

Shea Homes is driven by a passion to build the finest-crafted homes and communities in America. For generations, we have cared passionately about workmanship, design and the needs of families.And we care deeply about the future and our customers.

 

Shea Homes Sacramento is the newest division of Shea Homes.  We are currently looking for an Executive Assistant to the Division President who is energetic, dynamic, and who would be excited about the opportunity of working in a start-up environment for a financially-sound and established organization. 

 

Our culture is built around our vision to be the most respected builder and our principles include passion for the customer, team member excellence, operational excellence and profitable growth.  As an employer, we believe in open and honest communication, we set clear goals and hold team members accountable for their actions.  We believe that hiring for attitude is just as important as hiring for aptitude.  And while we work hard, we play hard too -- we enjoying spending time with each other outside of the office -- whether it's at a RiverCats game or enjoying a "Fun Day" full of team build activities.  We foster creativity, innovation and competitive spirit.  We believe in work/life balance and support the overall wellness of each individual.  As the most successful private homebuilder in the United States, our motto is "Execution Culture -- Do what we say we're going to do."

 

As Executive Assistant to the Division President, you would assist the President in managing his day to day calendar to include but not limited to:

 Coordinate meetings and events as requested by President (including location coordination, hotel accommodation and travel, etc.)  This includes preparation of agendas and accumulation of required information and reports.Monitor and maintain President?s e-mail, calendar and contact list in Microsoft Outlook.  Responsible for coordinating and communicating important information to Senior Management Team and entire division on behalf of President.Prepare and respond to President?s emails and voicemails as directed, and at own discretion when necessary.Liaison to outside consultants, partners, vendors and business associates regarding projects and meetings.Prepare letters, memos, and other correspondence at request and direction of President and other Senior Management Team members as necessary.Maintain liaison with corporate office in Walnut to ensure that corporate requests and needs are being fulfilled.Review and/or approve, prepare, process and code check requests and invoices for submittal to accounting.Prepare expense reports for President and follow-up on approval process for payment.Respond to and process Homeowners complaints using diplomacy and tact.Coordinate Sacramento All-hands meetings, including location, equipment requirements, meals, budget, PowerPoint presentation, travel and employee activities and agenda information.Arrange and coordinate luncheon and dinner meetings as necessary.Assist in Business Plan preparation and submittal to Corporate.  This includes BP timeline requirements, preparation and calendar coordination with Senior Team as deemed necessary by President, Senior Team and Corporate.Assist President and Senior Team with projects and company-wide events.Maintain President?s projects and miscellaneous files including legal documentation and project correspondence.Special projects for the President and Senior Management Team as deemed appropriate.Prepare and submit quarterly Newsletter Article for Executive Corner on behalf of President.Monitor order and maintain office and computer supplies for President.Monitor and review for accuracy monthly budget reports for Executive Department.You will also be expected to assist the Executive team as needed with miscellaneous projects and/or event planning.

 

REQUIREMENTS/QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Ability to build synergistic relationships with both internal and external customers.Adaptability to change.A high degree of integrity and ability to maintain confidentiality of information and sensitive materials.A high degree of initiative and self-drive.Highly organized, ability to plan events and prioritize.Ability to work under time sensitive deadlines and related stress.Excellent communication skills and follow-up.Analytical skills.Highly multi-tasking.

 

EDUCATION and/or EXPERIENCE

Bachelor?s degree (B.A.) from a four-year college or university; or four (4) years related experience and/or training; or equivalent combination of education and experience.

 

SKILLS PROFILE

Strong Outlook skills, Power Point, Excel, Word, Microsoft FrontPage; type a minimum of 65wpm; able to transcribe and prepare dictated memos, letters, and correspondence; process minutes as requested for various meetings.

 

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities; however this position is required to act in a leadership capacity when facilitating certain events or participating in committees.