Executive Assistant/Office Manager - Tri Pointe Homes Holdings, Inc.

Want to work for a fast-paced, innovative company? Tri Pointe Homes is always looking for individuals to help us push forward in our pursuit of high-level home buying. If this sounds like a career for you, apply to be a part of our great team.

Tri Pointe Homes Florida is looking for an experienced individual to join our talented group as an Executive Assistant/Office Manager.

Position Highlights: In this multifaceted role, you will be responsible for providing administrative support to the Division President, executive team and for the division’s day to day office operations.

Position Responsibilities:

• Provide executive administrative support to Division President and leadership team.
• Proactively manage complex calendar with attention to accuracy, detail, and allocation of time to promote productivity and recognize the need to re-prioritize as appropriate.
• Arrange detailed travel plans and itineraries.
• Ensures that expense reports are accurately and efficiently completed.
• Manage and partner with all appropriate stakeholders, as needed, in the planning and execution of meetings, off-sites, and division activities.
• Prepare meeting material, agendas, set-up/clean-up, and take minutes for meetings as requested.
• Accurately compose correspondence, prepare PowerPoint presentations, organizational charts, reports, graphics, etc. that may be confidential, as needed.
• Proactively requests information and actions on behalf of Division Leader(s) and ensures that these requests are fulfilled efficiently and effectively before deadlines.
• Understand business priorities and identify process improvements to create efficiency.
• Builds a strong relationship with all internal and external business liaisons.
• Welcome guests by greeting them, in person or on the telephone; handle requests and queries appropriately.
• Work closely with the HR leader on various administrative HR duties.
• Manage daily functions of the office including, but not limited to, office equipment, personnel attendance, supplies, cleanliness, the flow of incoming and outgoing mail/packages, postage machine and labels, and office subscriptions.
• Set up office systems, procedures, and records (electronic and paper).
• Serve as point of contact for office facility 24/7 for employees and property management including, but not limited to, maintenance, keys, janitorial, heat/air, pest control, floor/carpet cleaning, paint touchup, and other building-related items.
• Assign, collect, and track all building access cards.
• Gather, investigate and analyze specific issues affecting the office, independently develop and prepare non-routine responses, reports, and correspondence that can be sensitive and confidential.
• Manage business operations for the office, including processing contracts and invoices, purchasing, expense reports, and preparation of monthly reconciliation reports.
• Serves as the lead Floor Liaison for building emergencies. Maintain building evacuation plan and identified team to assist in safely evacuating office during drills and emergencies.
• Coordinate monthly birthday and anniversary announcements.
• Order office supplies as needed and/or requested.
• May be responsible for front desk, lobby, and breakroom operations.
• Allocate office space; coordinate office moves; prepare space for new employees; space planning.
• Organizes and helps facilitate office moves (e.g. relocating employees, expanding to additional space, moving into new office spaces, etc.), as needed.
• Complete any additional projects, tasks, and assignments as assigned on time.
  

Position Qualifications:

• High School Diploma or equivalent required. College degree preferred.
• Minimum 5 years experience providing administrative support for senior-level executives
• High level of professionalism and integrity; must be trustworthy and able to handle confidential and proprietary information appropriately
• Ability to multi-task and be self-directed in a fast-paced, growing, evolving, results-oriented environment
• Highly motivated and able to work in a fast-paced, rapidly changing environment and remain calm and poised under pressure
• Strong attention to detail and organization, with the ability to prioritize and manage time/tasks effectively
• Excellent computer skills including experience with Microsoft Windows (advanced Excel, Word, PowerPoint, and Outlook), internet functionality, and other related computer applications, phones, Smartphones, and communication systems
• Possess strong work ethic, integrity, and loyalty
• Demonstrated leadership capabilities, able to adapt and learn quickly in a high growth company
• Experience with office systems and setups and typical business operations
• High level of ownership, accountability, and initiative
  

At Tri Pointe Homes, we are intentional about fostering an environment where you, and all individuals, are encouraged to be their authentic selves. We embrace individuality and strive to be consciously inclusive of different backgrounds, experiences, and perspectives in every aspect of our business. We believe our company’s strength relies on the diversity of the team and the unique, innovative ideas everyone contributes.

Pursuant to the California Consumer Privacy Act of 2018, if you are a California resident, you have the right to know the categories of personal information that we collect about job applicants, employees and their emergency contacts and beneficiaries, and independent contractors. Please click here for a description of our personal information collection practices.

We are an Equal Opportunity Employer, which means we make employment decisions based on merit and qualifications and are committed to providing equal opportunities for all applicants and employees without regard to their race, color, creed, religion, national origin, ancestry, citizenship status, age, disability, sex, sexual orientation, gender identity or expression, veteran status, genetic information, or any other characteristic protected by applicable federal, state or local laws.

We will endeavor to make a reasonable accommodation to the known physical or mental limitations of a qualified applicant with a disability unless the accommodation would impose an undue hardship on the operation of our business. If you believe you require such assistance to apply for an open position or to participate in an interview, please let us know.