Job Description

Why Join Our Team

At Lyles Diversified, Inc., a subsidiary of Lyles Construction Group, of we take pride in our employee and client-centric culture. Our employees and customers are at the forefront of everything we do and how we operate our business. Safety is our top priority, and we work hard to ensure everyone goes home to their loved ones each day.

We are looking for ambitious individuals to join our team, who are passionate about their performance and who will continue to execute and believe in our core values of:

• 
  Teamwork: We recognize our primary asset is our people. Mutual respect provides the foundation for our success.
• Integrity: Our work is performed with high standards of service, quality, and integrity and because of this, we have had the privilege to lead some of the most innovative projects in California.
• Commitment: We understand that lasting relationships are the lifeline of our business, so we pay personal attention to our clients by focusing on them as collaborative partners.

If you are looking for a company who will value you and provide you with great employee benefits, training and development opportunities, career growth and the opportunity to be a part of something bigger, then Lyles Diversified, Inc. is right for you!

Position Description

This position is responsible for providing high-level administrative duties to support the Corporate Executive, Management, and Operations Teams and the Executive Assistant. It requires extensive ability to handle confidential information and communication as well as productive and professional interactions with employees, executives, partners, owners, and outside consulting providers. A strong ability to manage time effectively and work independently, with proficiency in multiple competencies related to the job, is essential for success in this role.

Essential Duties and Responsibilities:

Essential duties and other responsibilities include, but are not limited to, the following:

• Prepare, copy, and collate meeting documents and other packets.
• File both paper and electronic documents.
• Prepare documents for signature, requiring a thorough review to ensure all information is accurately identified as needed.
• Coordinate with external partners to complete and return documents as necessary.
• Gather and compile executive leadership reports, such as Key Performance Indicators, and email packets to the leadership team and external partners.
• Prepare, proofread, and edit documents, letters, and memos.
• Create visual presentations as needed.
• Reconcile credit card, shipping, supply, and bank statements.
• Schedule events and meetings.
• Coordinate meals for meetings and events as required.
• Prepare conference rooms for meetings and events, including cleanup afterward.
• Prepare, send, and track correspondence via FedEx, UPS, or other methods to ensure timely receipt as directed.
• Order snacks and supplies on a weekly or monthly basis. - Stock snacks and supplies daily.
• Process monthly mileage logs.
• Coordinate monthly birthdays and office celebrations.
• Review and distribute incoming and outgoing mail daily.
• Scan historical documents and file them in the electronic document management system.
• Assist with quarterly board meetings as needed.
• Back-up to Executive Assistant (“EA”) to assist the executive team while EA is out of the office.
• Complete other tasks, projects, and assignments as required.

Position Requirements

To successfully perform this job, an individual must meet each essential duty to the highest standard. The individual should be capable of working both independently and as part of a team. Attention to detail is crucial. Additionally, the individual is expected to take initiative in preparing for upcoming meetings and events and to be ready to contribute to company objectives that align with the company's culture and vision. The requirements listed below represent the knowledge, skills, and abilities necessary for the role. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

Required Education and Experience:

• Must be able to work the hours of 8:00 AM to 5:00 PM, Monday-Friday. Occasional work outside of these hours may be necessary with advance notice.
• Must have at least 5+ years of experience in an administrative professional role or equivalent.
• Excellent oral and written communication skills.
• Ability to maintain confidentiality and deal with sensitive information.
• Ability to multi-task and professionally collaborate with multiple executives and partners.
• Proficient knowledge of Microsoft Office 365 (Word, Excel, Outlook, Teams, SharePoint, etc.).
• Proficient knowledge of Adobe Acrobat and DocuSign
• Ability to adapt to new software products/platforms (i.e., Diligent)

Certificates, Licenses, Registrations:

• A valid California Driver’s License
• California Notary Public, preferred but not required

Competencies:

To perform this job successfully, an individual should demonstrate the following competencies:

• Business Acumen: Possesses a combination of knowledge and skills, informed by experience, regarding key business issues. Demonstrates the ability to apply this knowledge and act confidently.
• Effective Communication: Ensures regular, consistent, and effective communication within the organization. Ability to share important information in a timely manner with relevant team members. Proactively keeps the Executive Assistant informed of progress and challenges to avoid surprises.
• Collaboration: Develops, maintains, and strengthens partnerships with individuals both inside and outside the organization who can provide valuable information, assistance, and support. Recognizes and appreciates the business concerns and perspectives of others and offers necessary assistance and support when needed.
• Initiative: Identifies tasks that need to be addressed and takes action without waiting to be asked. Goes above and beyond what is normally required in a situation and seeks input from others involved to understand their perspectives.
• Thoroughness and Attention to Detail: Monitors the quality of one’s own work, verifies information, and ensures accuracy. Develops and utilizes systems to organize and track information or work progress. Organizes materials for others and carefully reviews and checks the accuracy of work reports provided to the team and other stakeholders.
• Time Management: Demonstrates the ability to strategically organize and plan time effectively for specific projects and tasks in order to achieve goals and enhance productivity.
• Conflict Management: Functions effectively under pressure and in rapidly changing or uncertain conditions. Maintains self-control and composure in stressful situations, effectively managing complex and challenging problems simultaneously. Maintains a positive attitude during difficult circumstances and quickly adapts to unforeseen events, mitigating their impact.
• Resourcefulness: Demonstrates resourcefulness in completing tasks through multitasking and creative problem-solving skills.

Physical Requirements:

Physical Demands:

The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel, reach

with hands and arms and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Office - The noise level in the work environment is usually moderate.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Equal Opportunity Employer

The Company is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability. If you’d like to view a copy of the company’s affirmative action plan, Equal Employment Opportunity Poster or policy statement, please email HumanResources@lylessc.com. If you have a disability and you believe you need a reasonable accommodation in order to search for a job opening or to submit an online application, please email HumanResources@lylessc.com or call 559-441-1900. This email and phone number is created exclusively to assist disabled job seekers whose disability prevents them from being able to apply online. Only messages left for this purpose will be returned. Messages left for other purposes, such as following up on an application or technical issues not related to a disability, will not receive a response.

Notice to Staffing Agencies

The Company will not accept unsolicited resumes from any source other than directly from candidates. Any unsolicited resumes sent to the Company, including via mailing address, fax machine, email, or directly to employees, will be considered the property of the Company. The Company will not pay any fee for placements resulting from unsolicited resumes. The Company will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees.

Agencies must receive advance written approval from the Company’s recruiting representative before submitting resumes, and only in conjunction with a valid, fully-executed contract for service and in response to a specific job opening. The Company will not pay fees to any Agency without such an agreement in place. Agency agreements must be in writing and signed by the Human Resources Representative or their designee; no other Company employee is authorized to enter into agreements regarding candidate placements on behalf of the Company. Please send any questions or concern to HumanResources@lylessc.com.

Job Tags

Full time, Contract work, Temporary work, Monday to Friday,

Similar Jobs