Executive Assistant

Date:  Nov 16, 2020
Property:  550 NEWPORT CTR (0003)

Newport Beach, CA, 92660

Division:  Apartment Development (Apt_Dev)
Req ID:  36626

Position Summary:

The Executive Assistant to the President of Apartment Development also supports the SVP Reinvestment and Operations and SVP, Design, performing a broad range of duties. This position represents the department in 9th floor interface and coordination for weekly meetings as well as providing general coordination, assisting with overflow work when required.  The individual in the position is professional, polished, service-oriented, accommodating and builds relationships easily.  Manages appointment scheduling and meeting/event logistics; maintains assigned calendars. Responsible for preparing agendas and materials for regular and special meetings; secures requested information and incorporates the materials for presentation. Handles telephone calls and emails coming in to the department, routing them to others or dealing with them directly, as appropriate. Prepares a variety of communications including emails, memos, and meeting minutes as needed. Processes expense reports. Books travel arrangements including pre-authorizations.

Job Duties:
  • Provide support for three senior executives of the division representing Apartment Development, Reinvestment and Design Studio, with the ability to quickly re-prioritize in order to meet deadlines.
  • Represent the Division in 9th floor interface and coordination, including distribution of weekly meeting agendas.
  • Produce weekly executive team presentation materials with accuracy and great attention to detail, coordinating input from various sources.
  • Coordinate with other departments in the Division with excellent communication and support as needed.
  • Maintain org charts for the department in coordination with HR for Sr. Executive reporting.
  • For Design Studio:
    • Provide general administrative support for the Design Studio, including coordination with other departments
    • Manage presentation materials and logistics
    • Manage and maintain service contracts for plotters, printers, etc.
    • Provide support and expertise for travel arrangements and expense reports
  • Coordinate and schedule meetings based on executive/group availability as needed. Includes scheduling the conference room and all related technology as well as provisions. 
  • Manage meeting materials set up for presentation and follow-through, including keeping historical record of presentation materials.
  • Plan all details and logistics of departmental events.
  • Manage travel arrangements, as needed, including pre-authorizations.
  • Distribute and track documents, ensure proper routing/approvals and deliver or file when finalized.
  • Prepare and process expense reports.
  • Prepare presentations, emails, memos and other written communication pieces.
  • Administer, organize and maintain project and department files, both electronically and in hard copy.
  • Perform other related duties as assigned.
  • Submit and process invoices/check requests; approve invoices for the department.
  • Maintain and order office supplies as needed.
  • Onboard and set up new hires, coordinating with IT and Office Services as needed.
  • Handle calls and emails as appropriate.
Minimum Qualifications / Other Expectations:
  • 3 to 5 years of experience in administrative support or relevant work experience, preferred.
  • Bachelor's degree preferred.
  • Extremely well organized.
  • Able to work proactively and independently on a daily basis – a problem solver who takes initiative and applies good judgment and discretion.
  • Able to anticipate needs and demonstrate a proactive style. 
  • Must be detail-oriented, organized and capable of managing tasks on multiple, concurrent priorities.
  • Must have excellent verbal and written communication skills.
  • Must have well-developed interpersonal skills with the ability to establish highly functional relationships with diverse personalities both within and outside the company; ability to work well as part of a team.
  • Strong computer skills (Google Suite, Microsoft Office and Excel, Lucidcharts and other software programs).

About Us:
Irvine Company is a privately held real estate investment company and master-planner committed to creating and sustaining communities that thrive for generations.

Irvine Company is respected for its master planning and environmental stewardship of the Irvine Ranch in Orange County, including diversified operations throughout coastal California. Irvine Company brings to life neighborhoods and sustainable communities with a full range of housing, jobs, retail centers, schools, parks and open space.

We take as much pride in our employee community as we do the communities we create. It’s an environment populated with talented and experienced people, a collaborative spirit and abundant opportunities.

Apply today to join our employee community, and learn more about Irvine Company, our legacy and our guiding principles.

Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

Nearest Major Market: Orange County
Nearest Secondary Market: Los Angeles

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